Adding Expenses to an existing invoice on Quickbooks Online Plus

Let's make sure you'll be able to attach reimbursable expenses to your invoices, NewbieCrystal.

When converting data from QuickBooks Desktop to QuickBooks Online (QBO), reimbursable expenses and the unbilled item will automatically be converted into billable expenses in QBO. If it's not, you'll have to turn on the billable expense tracking feature. To do this, follow the steps below: 

1. Go to the Gear icon, then select Account and settings.
2. Go to the Expenses tab.
3. From the Bills and expenses section, select Edit.
4. Turn on the following:
   • Show Items table on expense and purchase forms
   • Track expenses and items by customer.
   • Make expenses and items billable.
5. (Optional) Set up the following:
   • Markup rate
   • Billable expense tracking
   • Sales tax charge
6. Bill payment terms.
7. Click Save.

Then, enter a billable expense. Here's how:

1. Select + New.
2. Select the transaction (Bill, Expense, or Check) you want to create.
3. Select the payee.
4. In the Category column, select the expense account for the transaction.
5. Enter the description and amount of the expense, then select the Billable checkbox.
6. In the Customer column, select the customer you want to bill for this expense.
7. (Optional) Enter or make sure the markup % is correct, then select the Tax checkbox or choose a tax agency if you want to charge tax.
8. Select Save and close.

Next, add the billable expense to the invoice. I've outlined the steps below:

1. Select + New.
2. Select Invoice.
3. In the Customer ▼ dropdown menu, select the customer you created a billable expense for. This opens the Add to invoice window.
4. Select Add on the billable expense you want to charge to your customer.
5. Select Save and close.

Additionally, learn how to categorize and match transactions you've entered. Go through this article for the detailed steps: Categorize And Match Online Bank Transactions In QuickBooks Online.
 

Reach out to us if you have any questions about reimbursable expenses. The Community is always here to help you anytime.

Thank you so much for your detailed response. I was able to adjust the expense settings as recommended and to enter and connect the billable expense to my customer. The issue is that in the last step, you refer to the "add to invoice window". This does not show up when I follow the steps that you have outlined. Why would the "add to invoice" window not appear? Please help to resolve. Thanks 

Thank you for this detailed response. I was able to complete the first two steps that you outlined. My issue is when I attempt to add the billable expense to the invoice. The "add to invoice window" does not show up. Why would that be? Is there a way to fix this?

Hello there, @NewbieCrystal. Thanks for getting back to us in Community! I'd be delighted to assist you with your issue while attempting to add the billable expense to the invoice in QuickBooks Online.

When following the steps provided by my colleague above when creating an expense or bill transaction, ensure to tick the Billable and Tax box.

From there, it will show you the Add to invoice window when adding the billable expense to the invoice.

Here’s a screenshot for your reference:

Otherwise, there are times that an issue like this occurs when we encounter a browser-related issue. We can fix this by running some basic troubleshooting steps.

I suggest performing the steps through a private window. It's the best place to check browser-related issues while working with QuickBooks. To save you time, use either of these keyboard shortcuts:

• Google Chrome: Ctrl + Shift + N
• Safari 11 or newer: ⌘ + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Microsoft Edge: Ctrl + Shift + P
  
  

 If it works fine, you can go back to your original browser and clear its cache to start fresh. You can also use another supported and up-to-date browser to narrow down the result.

In addition, you can read through these articles for further guidance in managing your expenses in QBO.

• How to Enter billable Time by Job
• Enter and Manage Expenses in QuickBooks Online
  
  

If you have any trouble with any transactions in QBO, please let me know and I’ll do everything I can to help here in the Community! 

Thank you for your suggestions. I updated the expenses that I had already entered, to check the billable and tax boxes. Unfortunately this did not help. Additionally, I updated Chrome and added Intuit as a trusted site. Lastly, I signed into my account incognito which was also unsuccessful. I still do not have the "add to invoice window". Any other suggestions would be greatly appreciated.

I appreciate the steps you've tried, @NewbieCrystal. I’ll share some workarounds so you’ll be able to see the window you’re looking for in QuickBooks Online. 

First, you’ll want to make sure that you entered the correct details while following the steps provided above. Most importantly, the name of the Customer.

Here’s the sample screenshot for reference:

If issue persists, I recommend reaching out to our Contact Support Team. With their tools, they can determine the root cause of this matter. 

Here’s how to reach them:

1. Click the Help (?) icon at the top.
2. Type Talk to a human.
3. Enter your issue or question on the What can we help you with box.
4. Review and Select from the following: Ask the community, Chat with us, or Have us call you (callback).

Please know that the availability of support depends on which type of subscription you're using. You can check out this article for our contact information: Support hours and types

Additionally, you can visit this article that may come in handy in the future: How to add custom fields to sales forms and purchase orders

If you have any other questions about billable expenses, please feel free to leave a comment below. I'll get back here as soon as I can to help you again. Thanks for dropping by, wishing you a good one!

An answer has been found! Once reverted back to the “original invoice” the add to invoice  reappeared. Thanks to all.  

Can you tell me how to revert to the original invoice.  I am having the same issues as NewbieCrystal and can't get the add to invoice window to pop up. 

I'll make sure that you'll be able to add the billable expenses, SteveWalters17.

Are you using the new invoice UI? If so, you can click the Old layout option at the top to go back to the original invoice interface. This way, you'll be able to add the expenses. 

If you're already working on the original UI and the Add to invoice window is still not showing, I'd recommend following the troubleshooting steps above provided by, Carneil_C. QuickBooks Online uses browser cache and cookies to run faster. At times, these accumulated become corrupted causing unusual behaviors in the program.

Lastly, here are some articles that you can read to help manage the expenses you incur on your customer’s behalf:

• How to make expenses billable
• Enter billable expenses

Keep me posted if you have any other concerns or additional questions. I'll be around to help.

Thank you for the quick response.  I am already on the UI and don't prefer no to go back to the old interface.  I will follow the advice from Carneil_C. 

The steps you provided did not work. I still can't get the window to open up to allow me to add billable expenses to the invoice.  Do you have any other recommendations? 

I appreciate you for getting back to us, @SteveWalters17. I'm here to lend a hand in adding an expense to an existing invoice in QuickBooks Online. 

I recognize how this specific feature is beneficial to your business. I do think this would be a great time to send this suggestion to our Product Development Team. We value your suggestions. This way, our developers can determine what features to add in QBO's future enhancements. Here’s how:

1. In the upper-right corner, click the Gear icon.
2. Select Feedback.
3. Enter a brief description of your product suggestion. and then click Next.
4. Type your email address.
5. Once done, click Send Message.
   
   

As a workaround, I’d suggest choosing the Old layout option at the upper right corner to revert it back to the old interface. 

Please see this sample screenshot for reference:

In addition, you can visit this article that may come in handy in the future: How to add custom fields to sales forms and purchase orders.

You can always reply or reach out to us again if you need anything else about billable expenses. We're always here to guide and assist whenever you need help. Have a good one!

Thank you again for the help.  I chose the option to revert back to the old layout.  That corrected the issue immediately.  I will submit a recommendation to get this fixed on the new version.  

Thank you for sharing an update, @SteveWalters17.

It’s great to know that we were able to address your concern about adding an expense to an existing invoice in QuickBooks Online. Rest assured that assisting and providing the right resolution for our valued customers is our top priority.

In case you already send feedback, you can visit our QuickBooks Online Feature Requests website to track the status of your submitted feedback.

If you have any questions about QuickBooks, you can always drop by and post your concerns. We'll make sure to assist you anytime.

Found way to add billable items to existing invoice.

Click Edit on existing invoice

Click on Edit Total

Click on Down Arrow of Suggestions

         Click on the Uperlinked "Suggested Transactions" in blue

That pulls up the billable items you have for the customer and you can add the ones you want to the invoice

Anybody know how to accomplish this in the newest UI?  The suggestions button is not appearing anymore.  

Let's ensure that the Suggestions button is visible, Ldaug.

To view the button, make sure that there are billable expenses linked to the customer. Once these entries are associated with the client, the Suggestions button will appear automatically, allowing you to easily add all relevant transactions to an existing invoice. I've added screenshots below for your reference.

If there are billable transactions assigned to the customer, yet the Suggestions section doesn't show up, we can perform some basic troubleshooting steps to rule out the possibility of a browser-related issue.

Start by logging in to your QuickBooks Online (QBO) account using a private or incognito window. You can use these keyboard shortcuts:

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Microsoft Edge: Ctrl + Shift + N
• Safari: Command + Shift + N

Then, open an existing invoice from your customer. If the button is now visible, return to your default browser and clear its cache to refresh the system and start with a clean slate. Alternatively, you may use other supported browsers.  

Additionally, I've added this article to help keep your billable expenses organized: Enter billable time by job in QuickBooks Online.

You may also consider checking out our QuickBooks Live Expert Assisted team if you need help managing your financial entries. They can provide effective practices and optimize your experience with QuickBooks.

If you have other questions about managing invoices or billable items in QBO, feel free to add a reply. We'll be around to assist you. 

I am having this issue - also - when I add products/services it is not bringing up any of my products or services - no down arrow with all my products listed either. I have been using Chrome and have only been on this browser for a few days. I have to say QBO is the most frustrating software I have ever worked with ! 

Good afternoon, @Suzq007. 

Thanks for chiming in on this thread. 

If none of the steps above have worked, I recommend contacting our Customer Support Team for further assistance. Here's how: 

1. Go to the Help icon in the top right-hand corner.
2. Press the Contact us button.
3. Enter your question and hit Let's talk.
4. Scroll down and choose to Get a callback.

It's that easy! Please keep us updated on how the call goes. We want to ensure that this gets taken care of. Have a great day!