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sal8
Level 2

Billable bills are not removed from Billable Expense Income when included in invoices. If the billable box is unmarked, the expense will be removed from the invoice.

I do not know how the invoices were created to make this mess. There are many invoices like this and would take many hours to recreate which is what is required when the check is removed from the billable box in the bill.
Solved
Best answer July 21, 2021

Best Answers
jamespaul
QuickBooks Team

Billable bills are not removed from Billable Expense Income when included in invoices. If the billable box is unmarked, the expense will be removed from the invoice.

Hello, sal8.

 

I appreciate taking the time to elaborate on your issue. I'll lay down some information about correcting those transactions. 

 

Manually editing those previous invoices and billable expenses is the only way to remove the expense from the Billable Expense Income account. 

 

Though, you might want to look for another tool that lets you correct the transactions more efficiently. Check out our App Center and look for one. 

 

Also if you want to properly categorize your billable expenses into the correct income account, you can enable the In multiple accounts setting. Here's how:

 

  1. Go to the Gear icon, then select Account and settings
  2. Click the Expenses tab, then expand the Bills and expenses section.
  3. Under Make expenses and items billable, check the In multiple accounts option.
  4. Click Save, then Done

 

Go to your Chart of Accounts, then edit your expense accounts (the ones you usually use for billable expenses). Check the Use for billable expenses box, then select the correct income account. 

 

Do you plan on using our Online Banking feature to categorize your bank account with your QuickBooks records? Feel free to use this article as a guide: Connect bank and credit card accounts to QuickBooks Online.

 

I'd be glad to help you out again in managing your expenses or billable expense income transactions. If you happen to come across any difficulties while navigating around the program, please let me know. I'm always here to lend a hand. 

View solution in original post

6 Comments 6
Tori B
QuickBooks Team

Billable bills are not removed from Billable Expense Income when included in invoices. If the billable box is unmarked, the expense will be removed from the invoice.

Hey there, @sal8

 

Thanks for taking the time to join us here in the Community and sharing your concerns. 

 

You're correct with your knowledge. If you unchecked the billable expense from the invoice, it will remove it. Therefore, if someone were to remove the billable expenses, then it would require you to manually reattach those expenses to the proper invoices. 

 

If you're unsure who may have unchecked them, you can always check out the Audit Log to collect that information. I've included some steps to run the Audit Log below.

 

  1. Go to Settings and select Audit Log.
  2. Click on Filter.
  3. Use the fields on the Filter panel to choose the appropriate UserDate, or Events filter to narrow the results.
  4. Hit Apply.

Take a look at Use the audit log in QuickBooks Online for additional details about this process. 

 

In addition, I'm also including a help article that goes over the process to include billable expenses to an invoice in QuickBooks Online below. 

 

Please let me know if you have further questions or concerns. 

 

Take care and have a great day. You certainly deserve it! 

sal8
Level 2

Billable bills are not removed from Billable Expense Income when included in invoices. If the billable box is unmarked, the expense will be removed from the invoice.

I am sorry for not be clear about our problem. Here is the problem

  1. A bill marked billable is in an invoice but the expense is still listed in the Billable Expense Income Account and report.
  2. There is a link symbol to the billable charge on the invoice
  3. Clicking on the symbol and then remove results in the expense being removed from the invoice and it has to be manually reentered.
  4. There is a link to billable charge in the upper right corner of the invoice. Clicking on it leads to another billable expense link and clicking on it leads to the bill that is checked billable.
  5. Removing the check mark also leads to the expense being removed from the invoice and it has to be manually reentered.
  6. Either way after reentering the expense into the invoice manually the billable expense income entry goes away and the expense goes to the proper income account.
  7. We have a few hundred of these which would take many hours t reenter one at a time.
  8. Using the mass unchecking tool of bills marked billable does not remove the check marl from the bills already included in invoices. It does remove check marks from the other bills

Thank you for your time to resolve this big problem.

jamespaul
QuickBooks Team

Billable bills are not removed from Billable Expense Income when included in invoices. If the billable box is unmarked, the expense will be removed from the invoice.

Hello, sal8.

 

I appreciate taking the time to elaborate on your issue. I'll lay down some information about correcting those transactions. 

 

Manually editing those previous invoices and billable expenses is the only way to remove the expense from the Billable Expense Income account. 

 

Though, you might want to look for another tool that lets you correct the transactions more efficiently. Check out our App Center and look for one. 

 

Also if you want to properly categorize your billable expenses into the correct income account, you can enable the In multiple accounts setting. Here's how:

 

  1. Go to the Gear icon, then select Account and settings
  2. Click the Expenses tab, then expand the Bills and expenses section.
  3. Under Make expenses and items billable, check the In multiple accounts option.
  4. Click Save, then Done

 

Go to your Chart of Accounts, then edit your expense accounts (the ones you usually use for billable expenses). Check the Use for billable expenses box, then select the correct income account. 

 

Do you plan on using our Online Banking feature to categorize your bank account with your QuickBooks records? Feel free to use this article as a guide: Connect bank and credit card accounts to QuickBooks Online.

 

I'd be glad to help you out again in managing your expenses or billable expense income transactions. If you happen to come across any difficulties while navigating around the program, please let me know. I'm always here to lend a hand. 

View solution in original post

sal8
Level 2

Billable bills are not removed from Billable Expense Income when included in invoices. If the billable box is unmarked, the expense will be removed from the invoice.

So every invoice we create by adding billable bills is going to the billable expense income account. Then the only way to make it go to the correct account is to recreate the invoice one line at a time. So how to we create invoices by adding the billable expense and not have it go to the billable expense account? It used to do this but now it is not. The list of invoices that need to be corrected is growing larger every day.

Changing the default account for billable expense income does not change invoices already created. It also puts the expenses in just one account and not several as they need to be. 

 

Thank you for all the time you are spending on this. 

AileneA
QuickBooks Team

Billable bills are not removed from Billable Expense Income when included in invoices. If the billable box is unmarked, the expense will be removed from the invoice.

I can provide additional information about billable expenses in your invoices, sal8. 

 

The Billable function will show on the BillExpense, or Check transactions. You'll have to enter a billable expense to your customer so you can link it to the invoice. I'll show you how:

 

To enter a billable expense:

  1. Go to the + New button.
  2. Choose a transaction (BillExpense, or Check).
  3. Select the Payee and in the Category column, choose the expense account.
  4. Enter the Amount and select the Billable checkbox.
  5. Hit the Customer you want to bill the expense.
  6. Press Save and close.

Now, you can link the billable expense to your customer's invoice. Here's how:

  1. Go to the + New button.
  2. Choose Invoice.
  3. Select the Customer you created the billable expense for. 
  4. Tap Add on the billable expense.
  5. Hit Save and close.

Doing the steps above, you'll have those billable expenses linked to your customer's invoices. 

 

Here's an extra article that may come in handy: Enter billable expenses

 

Please let me know if you have other concerns. I'm just around to help. Stay healthy!

sal8
Level 2

Billable bills are not removed from Billable Expense Income when included in invoices. If the billable box is unmarked, the expense will be removed from the invoice.

Thank you. This concludes this thread for me. You were very helpful. 

The problem for future invoices to be created was solved by selecting to use multiple accounts under the track expenses as billable income in the expenses part of settings. Doing that adds a check box to the expense accounts named "Use for Billable Expenses" and an input field for the income account desired for the expense. The income account desired for the expense is then entered.  From then on out when a billable expense is added to an invoice the desired income account is used instead of the billable expense income account. 

This is only for future invoices. The current invoices have to be redone and all the payments applied to the invoices redone, manually. 

We did not have to do this in 2019 and 2020. Something changed for 2021. 

 

 

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