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Level 1

Reimburse billable expenses

An architect uses a printing service for blueprints and invoices that as a billable expense to his clients. The architect does not pay the printer until the customers have paid the architect. I am using the billable expense lines and invoicing the clients. How can I keep track of when the money has come in to pay the printer?

QuickBooks Team

Reimburse billable expenses

Hey there, Asking4afriend.


I'm happy to help you out today. When a customer pays you for an open invoice, you'll want to enter the payment in QuickBooks. This is part of the Accounts Receivable workflow and can be done by following these few steps. 

  1. From your QuickBooks home page or the Customers menu, click the Receive Payment button. 
  2. In the Received From drop-down, select the customers name. 
  3. Here, you can enter the Amount received
  4. Make sure the date is accurate and then choose the Payment method. 
  5. Choose the invoice you want paid. 
  6. To add a discount or credit, you can select Discounts and Credits
  7. Save & Close

By default, payments will be deposited into an account named Undeposited Funds. You can click here to learn more about Undeposited funds. Or, you can learn how to change your default deposit account, here


When these steps are complete, your payment from your customers will be accounted for and you can proceed to paying your printer.


If you have any other questions, please, feel free to post here anytime. Thank you for dropping by the Community and have a lovely day.

Level 1

Reimburse billable expenses

Thank you for the quick response.
Let me elaborate a little by saying the printer's invoice includes multiple customers since the architect is working on multiple drawings at any given time. So the invoice from the printer has "billable to a job" lines. So it may be the same as you explained here, but I guess I am asking: how will I know when each customer's part has been paid, so we can in turn pay the printer?

Thanks for all the help!

QuickBooks Team

Reimburse billable expenses

Hi there, @Asking4afriend.


Allow me to share more details on how to track the customer's payment and know if the product or services you've offered has been paid in QuickBooks Desktop (QBDT).


You can run a report to see the list of customers who paid. To track the transactions properly, you'll have to follow the workflow on how to manage customer's transaction. Here are the workflows your friend can follow whether it's billable to a job or not:


  • Paid through cash on the actual sale: Sales Receipt > Deposit.
  • Sale is to be paid later by the customer: Invoice > Payment > Deposit.
  • Customer wanted to pay the sale through progress invoicing: Estimate > Invoice >Payment > Deposit.
  • Customer orders items that are not in stock: Sales Order Invoice > Payment > Deposit.
  • Customer wants to avail the product that is not on hand and wants progress payments. This can be a Project: Estimate > Sales Order > Invoice > Payment > Deposit.
  • Customer can pay their accrued charges in a lump sum: Statement Charges Finance Charges Statement > Payment > Deposit.

Then, you can run a report such as the Transactions List by Customer Report to see if the customer has paid the products and services. Here's how:


  1. Go to the Reports menu and choose Customers & Receivables.
  2. Select Transaction List by Customer. This is how it looks like:


You may consider checking this article about running and customizing reports in QBDT, you may check this article and share this to your friend: Understand reports.


I've added this article to for future tasks when it's time to assess the business financials: Learn the reconcile workflow in QuickBooks.


You're always welcome to tag my name in the comment section if you need further assistance or other questions. I'd be happy to help you. Take care and have a wonderful day!

Level 1

Reimburse billable expenses

Thank you for the information. It is helpful to run the transaction list by customer because it shows invoices and payments for each customer.
However I would still like to find a way to match the customer jobs on the printers invoice to payments from those customers, so that I know I can pay the printer in full. I hope I am explaining better...

Thanks to everybody for the tips so far!

QuickBooks Team

Reimburse billable expenses

Thanks for coming back to the Community, Asking4afriend.

I appreciate you for looking into the solution shared by my peer and adding more details about your concern.

Let’s use the Transaction List by Customer Report to match the customer jobs on the printers' invoice to customer payments. Make sure to filter the data to show the payments. I can assist you through the process of customizing the report.


  1. On the Transaction List by Customer Report page, tap the Customize Report button.
  2. Choose the Display tab and go to the Columns section to choose the following: Amount, Amount Paid, Paid, and Open Balance.
  3. Next, click the Filters tab to type Transaction Type in the Search Filters box and select Invoice, Sales Receipt, Payment, etc.
  4. Then, enter Name in the field box to choose All customers/jobs and tick the radio button for All.
  5. Hit OK to view the changes.job report.png

For additional resources, these guides provide an overview of how to personalize customer, job, and sales reports, etc.


Stay in touch if you additional questions about QuickBooks. Please know I’m only a post away for help. Enjoy the rest of the day.

Level 1

Reimburse billable expenses

@Rasa-LilaM  Thanks for this clarification. I have followed your steps until I get to the Filters tab. I do not see the options that you mention. When I click "Transaction Type" nothing happens. How can I access the rest of the steps?
I tried posting a screen shot but I was not allowed.


QuickBooks Team

Reimburse billable expenses

Thanks so much for this update, @Asking4afriend.

What I'm thinking now is you are experiencing a minor delay in QuickBooks which is why it's showing blank or nothing happens. Let's have you close and reopen the program and try this once more.


If the same result persists, we'll want to verify and rebuild your data within the program.  Check out this article for detailed steps on how we'll proceed with this: Verify and Rebuild Data in QuickBooks Desktop.


Please let me know what results you end up with here, I am happy to help further if necessary. Take care!



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