Adding Expenses to an existing invoice on Quickbooks Online Plus

I can see how this feature would benefit your business, Warren. I'm here to help add your billable expense to your invoice using new experience. 

Before following the steps below, please check if the Billable box contains a checkmark as you create your Bill, Expense, or Check. To proceed, you don't have to delete and create a new invoice to add the expense to an existing invoice. Navigate to the Manage option within your invoice and locate your billable expense. 

Here's how: 

1. Go to the Sales menu within your left navigation panel. 
2. Choose Invoices. 
3. Find an existing invoice you'd like to modify and click Edit under the Action column.
4. At the upper portion of your forms, click Manage. 
5. Press the Suggestions dropdown.
6. Tap the Suggested transactions. 
7. Choose a transaction and click Add. If all listed transactions must be added to your invoice, press Add All.
8. To close the Suggested Transactions, click the arrow located beside it. 
9. Press the small X to close the Manage menu. 
10. Once done, you can press Save, the dropdown beside it, or the Review and Send dropdown. 

I'll leave some screenshots that you can use as a visual reference: 

You can also personalize your forms and add some specific info: Customize invoices, estimates, and sales receipts in QuickBooks Online. 

We're still here to back you up whenever you need further help regarding adding billable expenses to an invoice or anything related to QuickBooks. Just let us know by leaving your concerns in the comment section. 

Thank you for this information. It does work, but seriously? What happened to the easily seen indication that an expense is waiting to be invoiced? And the easy way to add it? This is new and improved?

Thank you for joining this thread, Crescendo.

If you create a new invoice, the bill will automatically appear on the Invoice page. If you're editing an existing invoice to add the billable expense, it won't appear automatically. In this case, you can manually find it in the Suggestions section. You can refer to the steps given by my colleague @IrizA.

I recommend sending feedback directly to our product engineers about the new invoices. Your suggestions are greatly appreciated.

Here's how:

1. Select the Gear icon and choose Feedback.
2. Fill in your suggestions in the Feedback field.
3. Select Next to send it.

Additionally, here's an article for complete details on receiving customer settlements: Record invoice payments in QuickBooks Online.

Please don't hesitate to add a comment here if you have additional concerns regarding invoices. I'm just a reply away. Keep safe and have a good one.

Hello - what if the expenses do not show up under "Suggestions" or "Suggested Transactions?" I've double checked that I have clicked "billable" in the expense and assigned it to the correct customer. I'm in the existing invoice and nothing comes up under "Suggestions" - now what?

Looks like I can delete and start over but it's very frustrating that expenses don't automatically show when opening an invoice for each customer.

You need to click the Suggested transactions hyperlink to view the billable expenses and add them to your invoice, MrsNFB. I'll guide you through this process.

Since you're opening an existing invoice, the billable expense will not appear automatically, you need to click on Suggested transactions and add them manually to your invoices. Refer to the screenshots for assistance.

Also, outdated stored cache can affect the performance of the program. I recommend accessing your account using a private window. This way, we can determine whether this is a browser cache-related issue.

Here are the keyboard shortcuts:

• Safari: Command + Shift + N
• Google Chrome: CTRL + Shift + N
• Mozilla Firefox or Microsoft Edge: CTRL + Shift + N

If you're able to see or add the billable expense, clear the browser's cache. This will delete all stored data and optimize performance. You may also use other supported browsers as an alternative.

Additionally, I'll be sharing these links that will guide you in recording customer payments and personalizing your sales forms:

• Record invoice payments in QuickBooks Online
• Customize invoices, estimates, and sales receipts in QuickBooks Online

If you have further questions about adding billable expenses to your invoice or any concerns about QuickBooks, don't hesitate to comment below. I will respond promptly to assist you.