Is there a way to mark unbilled time/expense as billed? We use the time tracking function to apply hours to a project. Our invoice has one line summarizing everything.

1. Go to the Plus icon.
2. Under Customers, select Invoice.
3. Fill in the name of the billable customer on the name field.
4. Add the billable time charge that is showing on the right portion of the page.
5. Click Save and close.

@JonpriL 

I have expenses that I have marked as billable to the customer, I have created estimates and indicated a 10% markup for those billable expenses. I then used the estimates to create the cutomer's invoices and the invoices are showing the correct (marked up) amount. The problem is, that those expenses are still showing as unbilled time and expenses. I tried then to go back and use the feature to add time and expenses to the invoices, but it will not allow me to show a markup there, so it only charges the customer the amount of the actual expense without the markup. How can I invoice the customer for the correct amount including the markup, and have the expense no longer show up as unbilled? Any help you can give will be much appreciated. Thanks!

Thanks for joining this thread, @SummersElectricLLC.

I can help and share some insights about the unbilled activity in QuickBooks Online.

When creating a billable expense, automatically it'll be under the Unbilled activity. It has all the items and markup you've entered. The only way to close it to be tagged under your customer is creating/linking it to an invoice.

As an initial step, you have to delete the estimate you've created to avoid duplicates. After that, go to the Unbilled Activity tab and click the Create invoice link.

On the Invoice screen, you can see all the items with the markup amount. If necessary, you can still edit the invoice, and then click Save to save the changes.

That should correct your recordings, SummersElectricLLC. For more information about billable transaction, you can refer to this article: How to enter billable time by job.

Keep me posted if there's anything else I can do. I'm still here to help you more. Have a wonderful day ahead!

@HoneyLynn_G 

Thank you so much for responding to my question! However, I failed to mention that I am using QuickBooks Desktop Pro 2018, so the solution you offered does not work for me. Are you familiar with how to handle this in QB Desktop?

Thank you for the details, SummersElectricLLC.

Allow me to join this thread to help make sure you're billing the customer correctly.

Billable expenses need to be added on the invoice so they will no longer show as unbilled. You'll have to create the invoice and add the billable expenses. Please note that you can only add the markup for billable expenses. When using the Items tab on the bill, the markup option won't show.

We're always looking for ways of improving QuickBooks. I suggest you submit a feature request. Just click the Help menu at the top and select Send Feedback Online.

We appreciate sharing your thoughts and please let me know if you need anything else. Have a good one.

@PreciousB 

Hi Precious,

Thanks for your response. So if the mark-up option is not available when billing for unbilled expenses, then how do I bill the customer for it and still have it remove the amounts showing as unbilled time and expenses? Forgive me, but I'm confused.

HI there,

None of the solutions seems to pertain to the version I am using.  can you explain how to get rid of these Unbilled time and Costs ?

The steps provided above are for QuickBooks Online and QuickBooks Desktop for Windows, sroberts209.

There are two ways to get rid of your Unbilled time and Cost in the Mac version. These transitions are supposed to be billable to a customer, so our first step is to have your customer pay them. Here's how:

1. Go to Customer at the top. 
2. Select Create Invoice 
3. Enter the customer involve
4. Click the Time /Cost icon at the top. 
5. Select the Unbilled time. 
6. Enter other necessary information then click Save & Close. 

If they’re no longer billable to any customer, our second step is to edit the timesheet and uncheck the billable option. You can also delete the whole timesheet data if you don’t want to keep any records with it.  Just press Command + Delete in your keyboard. 

Hope you’ll continue to visit us anytime you need help. 
 

Thanks for the reply!

The first option has me making an invoice. So ... now I have an invoice for one of the amounts? How do I delete that?  It's showing up in Transactions under "Open Invoices"

Your 2nd option says to "Edit the Timesheet"   is this the Timesheet (see attached)?  If so, I can't seem to change any of the numbers. 

Welcome back, @sroberts209,

You don't need to create an invoice to clear the Unbilled Time & Costs figures. Creating a sale out of the billable time will only increase the income account.

If you are not billing customers for an expense, you must remove the Billable check mark directly on the bill. Open the Unbilled Costs by Job report to pull up all the transactions associated with a client name.

Perform the steps below:

1. Go to the Reports menu, and pick Job, Time & Mileage.
2. Choose Unbilled Costs by Job from the list. 
3. Change the report period on the Dates drop-down.
4. Find and double-click the bills under each customer.
5. Remove the check mark on the Billable column then hit Save.

To know more about the processes in QB Mac, refer to this guide: QuickBooks Desktop for Mac 2019 User’s Guide

If you have any questions about this or any other QuickBooks topic, let me know by clicking the Reply button below. I'm here to provide further assistance whenever you needed one. Cheering you to continued success. 

OK .. thanks again!

I found that if I DID create an invoice ... I could then delete the invoice from the invoice list, and the unbilled hours would be gone. Easy in my case because I only had five sets of unbilled hours. 

Thanks again,

Go to YouTube and search "Get Rid of Unwanted Billable Expenses in Batch Trick in Quickbooks Online."  It took me about 2 minutes to "close" 5k billable expense items.  Lifesaver.