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Level 3

Billable Expenses

Just moved over to Quickbooks online.  I'm a Sole Proprietor who mainly uses Quickbooks to track income and expenses, invoice and track payments, banking and to run general reports for my account at tax time.  So, I signed up at the Simple Start level, which I would assume all Sole Proprietors and real small business would do.  Mostly, it seemed like the right fit until I hit Billable Expenses.


Why are Billable Expenses not included at the Simple Start level?  They are clearly a function of Invoicing which is clearly part of Simple Start.  

7 Comments 7

Billable Expenses

Welcome back to the Community, RyanC3PO.

I can certainly understand how an ability to work with billable expenses in a Simple Start subscription could be useful and have submitted a suggestion about it as of today.

You can also submit your own feature requests while signed in.

Here's how:

  1. Use the Gear (⚙️) icon.
  2. Click Feedback.
  3. Enter your suggestions and/or comments.
  4. Hit Next.
  5. Choose Skip and send message.
  6. The available drop-down menu can be used to pick an appropriate category.
  7. Select Send message.

Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. You can stay up-to-date with the latest news about your product by reviewing Intuit's Product Updates webpage.

As a workaround, you have an option to upgrade whenever you'd like. Our Plus and Advanced subscription levels both include a feature for billable expenses.

Please feel welcome to send a reply if there's any additional questions. Have a lovely day!

Level 3

Billable Expenses

Hey Zach. Thanks so much for the response. Just curious. Do you know what the thinking is in adding billable expenses at the Plus level?  Per the website, the Plus level increase users to 5, adds inventory tracking and adds tracking project profitability. Billable expenses don’t fit in any of those categories.


The work around adds a lot of steps, and just upgrading for that feature is not in my budget.  Really feels like small business aren’t really be considered. 


I filled out a feature request but doubt it will get much attention there.


Honestly I was hoping to generate some discussion here but I don’t know how many small business owners have time to be on here for general discussion.


QuickBooks Team

Billable Expenses

Thanks for getting back to us, RyanC3PO.


Allow me to join this thread and provide clarification about adding billable expenses.


The billable expense feature is only available in QuickBooks Online Plus and Advanced. You can use this article as an additional reference: How to Enter Billable Expenses.


To be able to avail of the said feature, you might consider upgrading your account to a higher version.


 Here's how you can upgrade your QBO subscription:

  1. Click the Gear icon on the top menu.
  2. Select Account and Settings.
  3. Choose the Billing & Subscription menu.
  4. In the QuickBooks Online section, click Upgrade. If you don't see it, you’re already using the plan with the most features.
  5. Choose the plan you want, and click Upgrade.
  6. Confirm your payment information and click Save.


Keep your post coming if you need more help. Have a great day!

Level 3

Billable Expenses

Did you not read my reply?  I acknowledged that it wasn’t offered at the Simple Start level and stated that it wasn’t in my budget to upgrade to the Plus level. That would be almost $700. 
I’m a sole proprietor just trying to get by. Plus is designed for bigger companies with multiple users. 


Is this not a community forum? Is it not OK to ask questions about that product and what others think?


To me it doesn’t make any sense for Billable Expenses not tied to invoicing. Billable expenses don’t have any other purpose. And, invoicing is clearly part of the Simple Start level.


I was hoping to to generate some discussion and possibly hear what other sole proprietor and small businesses are doing.

Level 3

Billable Expenses

Note to other small businesses needing the Billable Expense feature.  It is still available on Desktop Pro and Desktop Pro can still be purchased.  It's hard to find on the website but it is still available.

Level 2

Billable Expenses

I am in the same boat. Small business owner using the Essentials QB because I don't see any sense in paying hundreds of dollars more for the one feature I need. I sure could use the billable expense feature as I am in IT and regularly purchase job materials for jobs/projects that my clients will reimburse me for. I don't carry inventory, so I don't use COGS. I am really trying to figure out how to log these purchases into QBO essentials correctly so they don't count as sales income. 


Billable Expenses

I'm determined to improve your experience with our products, @RBLoom.


I understand that every dollar counts when it comes to running a business. No worries, I have a solution for you to record your clients' reimbursements in QuickBooks Online without upgrading your subscription.


You can record client reimbursements using Bank Deposit or Journal Entry. I'd recommend speaking with an accountant first. They can advise you on which accounts to use in the Debit and Credit sections.


Once you've determined which account to use, follow the instructions at the following links:



Moreover, visit the articles below on how to manage expenses and combine multi transactions in QuickBooks:


I’ll be around if you have other concerns about managing your transactions in QuickBooks. Post a reply, and I’ll swing back into action. Keep safe.

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