Billable client expenses get billed twice

KJIsaacson · ‎January 13, 2022

I have a one-person law office, and I need guidance with expenses that are billable to the client.

Specifics: I incur a billable. I create an "Expense," check the "Billable" tick box, and enter the Customer/Project name. "Payment account' is my credit card.

Client is billed by invoice (which contains my time charges as well as the billable expense), and I receive payment on that invoice.

Now the credit card bill comes, and this specific charge is of course downloaded from the card website. If I categorize that transaction as a "Client Expense" that's billable to the Customer/Project, it shows up as an unpaid client expense in that project. Isn't there a way to match the downloaded credit card transaction with the previously entered Client Expense to prevent this double charge? I clicked the Find Match button, but nothing showed up.

How do I treat the downloaded CC transaction?

Thanks.

JasroV · ‎January 13, 2022

I got you the steps you need to match your Credit Card transactions to your QuickBooks Online (QBO), @KJIsaacson.

When matching bank transactions in QBO, the system will show if there are any possible matches. All you have to do is to select the appropriate one to match it with the downloaded transaction.

In your case, you'll want to filter the date range to find and match the transaction. I'll show you how.

Go to the Banking or Transactions menu.
Select the tile for the account you want to review.
Click the For Review tab.
Locate and select the transactions you want to match.
Thick Find match, and click Find other matches.
In the Match transactions window, filter the search field.
Select the payment to match your download transactions and click Save.

You can also see this link for more details about the process: Categorize and match online bank transactions in QuickBooks Online.

Furthermore, you'll want ensure your downloaded transaction has the same amount compared to the on in your register. If the receipt has a different amount, the program won't be able to find a match.

I'd also encourage you to check with your accountant for additional guidance. This way, we can guarantee your accounts are well accounted for.

Once you're all set, you might want to check out this link for guidance in matching your accounts seamlessly: Reconcile an account in QuickBooks Online.

I'll be around if you have other follow-up questions about matching your bank transactions. It's always my pleasure to help you anytime. Keep safe and have a good one!

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