How do I get rid of a billable expense from 2016 (an invoice was never created)? It's asking for a password when I try to go to the original bill and make it NOT billable

devonne-kahunain · ‎April 15, 2022

ReymondO · ‎April 16, 2022

Thanks for getting back to us, @devonne-kahunain.

Allow me to join in this conversation and share the steps on how to disable the password.

It could be that the master admin locked your books and used a password to avoid creating changes. If you're not the primary admin, contact him so he can change your settings or transfer the role to you.

Here's how to remove the password:

Go to Settings and select Account and settings.
Click Advanced, then go to the Accounting section.
Under the Closing date field, click the drop-down list and choose Allow changes after viewing a warning.
Select Save.

Once done, open again the bill and remove the billable checkmark. You can make changes to past reconciliations, but be careful. This can unbalance your accounts and other reconciliations.

On top of that, I've also included this reference for a compilation of articles you can use while working with us: Account Management for QuickBooks Online.

Keep me posted if you need anything else or if you have other questions about managing your account in QuickBooks, @devonne-kahunain. I'll be here to help. Have a great weekend.

View solution in original post

Adrian_A · ‎April 15, 2022

Hi devonne-kahunain,

I know a way on how you can remove the unbilled charges.

You can go into the transactions and unmark the Billable box for each of the billable expenses. Changing them from billable to nonbillable won't affect the reconciliation unless the amounts are changed. To do so, please refer to the steps below:

From the left menu, select Sales.
Click Unbilled Activity.
Choose the name of the customer to whom the charge was marked billable.
In the Transaction List, look for the billable expense charge you need to correct.
Pick Expense (or Check) at the top. This redirects users to the specific transaction marked as billable.
Find the items you marked as billable.
Uncheck the box in the Billable column.
Note: For billable checks, you need to select the Check link at the top to open the transaction.
Hit Save and close.

Here's the article that will give you more info about the process: Remove a billable expense charge.

You might want to read this article to learn how to automatically invoice your customers for unbilled time activities: Auto-invoicing for unbilled activities.

If you need further assistance with the billable expense. Please leave a comment below, and I'll get back as soon as possible to help you.

devonne-kahunain · ‎April 16, 2022

Thanks for that tip. My problem goes a bit deeper than that. When I get to the bill where I have the ability to UNCHECK the "billable," it is asking for a password. This is from 2016 so I'm not sure who I need to even ask to get rid of it. Does the system put a password on this invoice? Who would know what the password was from back that far?

ReymondO · ‎April 16, 2022

Thanks for getting back to us, @devonne-kahunain.

Allow me to join in this conversation and share the steps on how to disable the password.

It could be that the master admin locked your books and used a password to avoid creating changes. If you're not the primary admin, contact him so he can change your settings or transfer the role to you.

Here's how to remove the password:

Go to Settings and select Account and settings.
Click Advanced, then go to the Accounting section.
Under the Closing date field, click the drop-down list and choose Allow changes after viewing a warning.
Select Save.

Once done, open again the bill and remove the billable checkmark. You can make changes to past reconciliations, but be careful. This can unbalance your accounts and other reconciliations.

On top of that, I've also included this reference for a compilation of articles you can use while working with us: Account Management for QuickBooks Online.

Keep me posted if you need anything else or if you have other questions about managing your account in QuickBooks, @devonne-kahunain. I'll be here to help. Have a great weekend.

Topics

Training

Community

Resources

How do I get rid of a billable expense from 2016 (an invoice was never created)? It's asking for a password when I try to go to the original bill and make it NOT billable