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Level 3

Reimbursement Items question - QUICKBOOKS PLUS



   I have expenses that I regularly incur on behalf of clients. I have figured out how to mark those expenses from my banking and assign them to a client. It is perfect. 

    However, when I come to invoice it back to the client. I am able to add all expenses from the right panel when I put in the client name. This is perfect.

   My guess is that I should use the category "Reimbursable Expense" for these items. The only problem is that when I do that, it zero's out all the prices of the expenses. I don't want to use another category because I don't want it to look like actual income or profit?  What am I missing here?

Thank you for your help,


QuickBooks Team

Reimbursement Items question - QUICKBOOKS PLUS

Let me provide you a few information about this, TIMORLANG.


You're actually doing the right process. You'll want to make sure that you're selecting the same account for your transactions as what you have in your banking category. If you want to use Reimbursable Expense, you should have categorized it with the same account until you invoice it to your client. 


If it is showing a different account in your banking, you'll want to edit it to the correct account. Find, Review, And Edit Transactions In Account Registers.


I also recommend reaching out to your accountant for other ways on how to do it. Your accountant can also give an overview and details of what happens. 


Here's an article handy if you want to add and match bank transactions in QuickBooks Online: Categorize And Match Online Bank Transactions In QuickBooks Online.


If there's anything else you need help with, let us know so we can get back to you.

Level 3

Reimbursement Items question - QUICKBOOKS PLUS

Thank you for your response.


Yes, in the banking register they are listed as Reimbursable Expenses as well as when I put them in the invoice, I use the same exact category (this way they can cancel each other - I get that). 

What I do not understand is why when I choose reimbursable expense on the invoice side, it changes the price to $0? Is that so people can upcharge and charge whatever they want for what they buy on behalf of clients?

This is why I believe I am doing something wrong.  

Level 3

Reimbursement Items question - QUICKBOOKS PLUS

Or do I need to place the expense (on the bank side / CC side) as hardware for example and just make sure to check the billable checkbox?


Reimbursement Items question - QUICKBOOKS PLUS

Thanks for getting back to us, TIMORLANG.


I would suggest having your accountant look over the steps to ensure this is the best course of action for you and your business. That way, this avoids messing up your books. You can follow this link to get in touch with a certified QuickBooks ProAdvisor who will be glad to help you get this matter handled:


Also, you may consider reaching out to our Customer Care Support. They have the tools to do a screen-share with you to take a look at your account and verify as to why the price gets zero when using the reimbursable expense. Here's how to contact them:


  1. Click Help (?) at the top right.
  2. Hit Contact Us to connect with a live support agent.

Check out our support hours and contact us at a time convenient to you.


Please let me know if you need anything else.

Level 3

Reimbursement Items question - QUICKBOOKS PLUS

Great, thank you for the information.

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