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Experienced Member

How do you get the information you recorded and checked as billable to populate to the invoice? It only pulls in what you put in the description and shows nothing else?

 
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Best answer 07-23-2019

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QuickBooks Team

Re: How do you get the information you recorded and checked as billable to populate to the invoic...

Hi @toddvarnadoe,

 

Let me share my thoughts on how attaching a billable expense to an invoice works.

 

Info such as the product, description, rate, and amount automatically flow through to the invoice (given that you've added a billable expense). If you entered a line using a Category, this won't go to the invoice since it doesn't have that column available. Though for everything else, they'll still appear.

 

Here are the steps to adding billable expenses to invoices:

  1. Move to the Plus (+) icon, then select Invoice.
  2. Enter the correct customer name. All open billable expenses for that customer will populate in the right side of the screen.
  3. Click Add on the billable expenses you'd like to add to the invoice.
  4. Select Save.

In case you made a mistake and would like to remove a billable expense change, the steps are in this article: How to remove a billable expense charge. This even includes how you can hide unbilled expenses by batch.

 

I'll be around if you still need further help. Post your questions below and I'll get back to you.

8 Comments
QuickBooks Team

Re: How do you get the information you recorded and checked as billable to populate to the invoic...

Hi @toddvarnadoe,

 

Let me share my thoughts on how attaching a billable expense to an invoice works.

 

Info such as the product, description, rate, and amount automatically flow through to the invoice (given that you've added a billable expense). If you entered a line using a Category, this won't go to the invoice since it doesn't have that column available. Though for everything else, they'll still appear.

 

Here are the steps to adding billable expenses to invoices:

  1. Move to the Plus (+) icon, then select Invoice.
  2. Enter the correct customer name. All open billable expenses for that customer will populate in the right side of the screen.
  3. Click Add on the billable expenses you'd like to add to the invoice.
  4. Select Save.

In case you made a mistake and would like to remove a billable expense change, the steps are in this article: How to remove a billable expense charge. This even includes how you can hide unbilled expenses by batch.

 

I'll be around if you still need further help. Post your questions below and I'll get back to you.

Experienced Member

Re: How do you get the information you recorded and checked as billable to populate to the invoic...

So Hunter in support just helped me tremendously with this. I had been entering everything in as a category vs. a product or service. Which was causing me to have to enter extra info in the description line and then re-enter the info back in on the invoices. I knew there had to be a better way!
QuickBooks Team

Re: How do you get the information you recorded and checked as billable to populate to the invoic...

Hello again, @toddvarnadoe. Thanks for taking the time to post an update.

 

It's nice to hear that you and Hunter were able to come up with a solution for entering billable items. I'm also happy to know that this method will help to avoid information having to be re-entered.

 

The Community has your back and is always glad to lend a helping hand should you need it in the future. Hope you have a wonderful day.

Experienced Member

Re: How do you get the information you recorded and checked as billable to populate to the invoice? It only pulls in what you put in the description and shows nothing else?

What about the new receipt capture feature. Same issue. It forces you to put in all kinds of information yet the majority of it doesn't populate to the invoice, and if you try to fill in the missing info on the invoice it erases it. What gives?
QuickBooks Team

Re: How do you get the information you recorded and checked as billable to populate to the invoic...

Allow me to provide additional information about receipt capture and invoices in QuickBooks Online (QBO), @toddvarnadoe.

 

When manually recording/entering the expense, these information (product, description, rate, and amount) will populate/show on your invoice.

 

On the other hand, receipt capture will just use the accounts on your Chart of Accounts. However, the account used won't be reflected on your invoice. As of now, this serves as a working design in QBO.

 

You can also check this article for your future reference about managing your receipts in the Receipts tab: Manage your receipts in the Receipts tab.

 

Let me know if you have any other questions about receipt capture, I'm just here to help.

Experienced Member

Re: How do you get the information you recorded and checked as billable to populate to the invoic...

When I enter all the requested info in the receipt capture option it records it as a category and thus it doesn't populate to the invoice with anything except what is in the description line. I've attached two screen shots showing the reviewed items from the receipt capture feature, and then the invoice where the items show up without all the info in the invoice. Please advise
Experienced Member

Re: How do you get the information you recorded and checked as billable to populate to the invoic...

 
Moderator

Re: How do you get the information you recorded and checked as billable to populate to the invoic...

Thanks for the follow-up, @toddvarnadoe.

 

Let me help add some details regarding my colleague's response about receipt capture.

 

You can only categorize the Receipts page as accounts from Chart of Accounts in QuickBooks Online, that's why the products /service, quantity, and rate are not showing.

 

When doing a billable to a customer using the Chart of Accounts, this will come out as blank information and income will flow through Billable Expense Income account.

 

For other references you can use in the future, you can check this helpful link: Reports and accounting for QuickBooks Online.

 

If you have other questions about managing receipts, do let me know. I'm here to help however I can.