Billable Expense Income Reporting

You can pull up Transaction List reports and filter them accordingly, Leslie. I'd be glad to elaborate on the specifics below.

While QuickBooks Online (QBO) doesn't have a dedicated report to track paid and outstanding billable expenses, you can utilize the Transaction List by Date or Transaction List by Customer reports to achieve the same insights effectively. These reports can be customized and generated for monitoring billable expense payment statuses. I'll lay out the steps below:

1. Navigate to the Reports menu and search for either of the mentioned report.
2. On the reports page, choose the Filter option. 
3. From the first field condition, choose Transaction type. For the second field condition, select a condition, and on the third field, pick Invoice and then Billable expense charge.
   
   
   

    

4. Then, click Columns and tick the A/R paid checkbox.
   
   

   

Afterward, you can see which billable expenses are paid by looking at the A/R Paid column. Invoices with a Paid status mean the linked billable expenses are settled, while those with an Unpaid status show billable expenses that haven't been paid yet.

Here are some additional resources to help you learn more about sending customer statements, saving customized reports, and exporting financial information:

• Create and send customer statements in QuickBooks Online
• Save a customized report in QuickBooks Online
• Export your reports to Excel from QuickBooks Online

We're here to support you with further questions about managing billable expenses. If something isn't clear or you need additional guidance, let us know in the comments below. Our goal is to help you navigate QBO effectively and confidently.

Hello,

Thank you for your reply. Can you suggest another solution? With your proposed solution I don't know what billable expense charges go with what invoices and, there is no way to generate realized billable expense income for a period of time. The report seems to involve visual matching/guessing. The report also doesn't take into account invoices that are partially paid. Those are still listed as "Unpaid".

Thank you,

Leslie

Specifically, I am looking for a field or tag on the billable expense itself (that is set when an invoice payment is made) that indicates whether or not it has been paid by the customer. That way, I can filter the Billable Expense Income account by paid, unpaid or partially paid.

Thank you,

Leslie

A simpler way to view the information is to generate an account quickreport of the Billable Expense Income account and add the A/R paid column to the view. The problem now is with partially paid invoices. They still show as unpaid in the A/R paid column.

Thanks again,

Leslie

When using QuickBooks Online (QBO) and dealing with partially paid invoices that still show as unpaid in the A/R (Accounts Receivable) column, consider enabling the relevant items on the reports page. I'll walk you through, Leslie.

To begin, If you see discrepancies with invoices marked unpaid despite partial payments, check the invoice entries. Open the invoice in the Sales or Invoices tab and verify the payment details. Make sure payments are applied correctly, as misapplied funds can affect invoice reporting.

Next, let's proceed with enabling A/R paid in the report section. Please follow the steps below:

1. Navigate to the Reports Section:
 

• Instead of looking for "Quick Report," search for a report that can be customized to display transaction details.
•   Go to Reports and search for Transaction Detail by Account. Select it.

2. Customize the Report:
 

• In the Columns section, choose the account associated with billable expenses.
• Ensure that you have columns showing invoice status by displaying columns like A/R Paid, Open Balance, or similar options.
  
  

   

  

   

3. Filter for Relevant Data:
 

• Utilize the Filter section to include only relevant transactions. Set the account filter to the specific billable expense income account.
• Additionally, it is essential to filter by customer or transaction type if you are looking for specific entries.

4. Review and Verify Data:
 

•     Run the report with your customizations.
•     Check the listed transactions to ensure that partially paid invoices correctly show their status. They should not appear as fully unpaid if partial payments have been made.

5. Lastly, save and Share the Customized Report:
 

•    If the report setup now meets your requirements, save the customization for future use. Click Save Customization at the top, provide a name for your report, and save it.
•     This report can now be accessed whenever needed under the Custom Reports tab.

Moreover, check out this article, which gives you more learnings in customizing your report: Save a customized report in QuickBooks Online.

By following these steps, you will be able to effectively monitor and report on billable expense income, including accurately reflecting the status of partially paid invoices in QuickBooks Online. If you need more help, comment it down in the reply button below.

Hello,

This did not solve my problem. 

In your recommendation below, I can't find an account in the Columns section.

2. Customize the Report:
 

• In the Columns section, choose the account associated with billable expenses.

Ignoring that, if I follow your other suggestions, I still see "unpaid" for billable expenses that were included in an invoice that is "partially paid" so the billable expense income balance is still incorrect.

Thank you,

Leslie

Thanks for following up on this thread, Leslie2557.

Since the methods mentioned by my colleagues above didn't do the trick, you may consider submitting feedback to the Product Development Team. This is the best way to let them know that you would like to see additional customization options added for QuickBooks Online reporting. This can be done directly through your account by clicking the Gear icon then select Feedback. 

Once you've do that, be sure to keep an eye on the Firm of the Future website for info about product updates and feature releases.

Please feel free to drop a comment below if you have any other questions. I'll be here to help in any way that I can.