Manually Create Invoice From Unbilled Time

Hello, Allan. 

I'll gladly share helpful details about manually creating invoices for specific unbilled time entries in QuickBooks. 

Yes, it's possible to create an invoice for a specific unbilled time. There are two ways to do this. 

We can use the Invoice function and link only the unbilled time you want to invoice. Here's how to do it: 

1. Click the + New button, then select Invoice.
2. Under the Customer drop-down menu, select the customer's profile. 
3. QuickBooks will automatically show the right panel that lists all of the customer's unbilled time. 
4. Simply find the time you want to invoice, then click Add. 
5. Enter the invoice details, then click Save and close. 

Another way is to simply go to the customer's Transaction List page in QuickBooks, then find the Time Charge entry (bill or unbilled time). Then, click the Create invoice button. 

I take it that you're using QuickBooks Time for creating automatic timesheets. The process is the same for creating an invoice for a specific billable time. 

However, using the Automatically invoice unbilled activity box will add all of the unbilled time charges under that customer. 

If you just want to invoice a specific unbilled time, then it's best if we create the invoice manually instead of relying on the Automatically invoice unbilled activity function.. 

Alternatively, we can use the Recurring transactions feature and use the Reminder type instead of Scheduled. This way, we'll have the option to select specific unbilled time charges on your invoice. 

For the prior period unbilled time, we can create an invoice for them. However, setting the invoice date within a closed period will affect your books. 

So, let's be careful when doing this. If you need help with the corrections, I would highly recommend consulting an accountant. This way, you'll be guided on handling unbilled charges on a prior period and ensure your balances are correct on the closed or current accounting dates. 

Recurring transaction and the types are also explained in detail here: Create recurring transactions in QuickBooks Online. 

About the "post" column, are you referring to the blank column that appears on the invoice (see screenshot below)? 

It simply means that the Time Charge entry is linked to an invoice. Clicking on the "chain icon" shows what specific entry is linked to the transaction. We can update this by clicking on the Remove button. 

If you want to update the Time Charge entry, you may be able to do this by opening it.

However if this was approved from QuickBooks Time, it's already locked and we're unable to update the details. Un-approve and re-approve it first if there's a need for you to update it. 

If this isn't what you're referring to, I'd like to ask more details about this. By any chance, are you using a third-party app for the automatic invoicing? Or do you simply have different column labels on your invoices? 

I'd appreciate if you could provide more information about this. This way, I can share accurate details on what the "post" column indicates on the invoices. You can share screenshots if you'd like. 

After managing your time entries, need help processing payments for your invoices? I'll share this article if you need a guide or two: Record invoice payments in QuickBooks Online. 

Please let me know if there's anything else you'd like me to point out regarding your time entries. If you have concerns in recording other transactions or running reports, let me know the details and I'll see what I can do. 

I'll see you again soon. 

Thanks for the feedback! I did solve the issue. The “new” invoice view in QBO Basic doesn’t seem to have the right panel of the unbilled hours. When I switched it to the “old” invoice, I saw them and selected the ones to use.

Please let me know if there is a setting for the New Invoice to allow the unbilled hours to be visible and manually selected.

regards,

allan

Good to hear that you resolve the issue and sharing some information about the new invoice feature, @allanspina.

Allowing unbilled time to be visible and manually selected in the new invoice feature is currently unavailable. No worries, we're always looking for ways to make your experience with QuickBooks more convenient and enjoyable. Please take the time to send a feature suggestion to our product engineers. Your feedback enables our creators to develop a solution that meets your needs.

Here's how: 

1. Go to the Gear icon on the upper right side. 
2. Select the Feedback tab. 
3. Type your suggestion in the box and click Next. 

Many of the program's current features, as well as upcoming ones, are based on requests and feedback from users. QuickBooks also has a website where you can vote, comment on ideas, and suggest your own. To access the page, visit this link: Customer Feedback for QuickBooks.

Additionally, visit these articles below on how to personalize new sales forms in QuickBooks: 

• See what’s new with estimates and invoices in QuickBooks
• Customize invoices, estimates, and sales receipts in QuickBooks Online

If you're having trouble making sense of QuickBooks sales forms, do not linger to leave a message below. I'll give you my full support. Keep safe.