Can Quickbooks online create statement charges like the desktop version, or does it have to be entered as an invoice?

I can help you with recording the charges you make on behalf of your clients in QuickBooks Online, @accounting-carma.

To record an expense that you incur for your customer, you can use the Billable Expenses feature of QuickBooks Online (QBO). This feature is available in QBO Plus and Advanced versions. You can easily add the expenses to your customer's invoice and get reimbursed. 

To use this feature, you need to first turn on the Billable Expenses option in the Account and Settings section of QuickBooks Online. Once you turn it on, you can create Bills, Expenses, or Checks to record the expenses you incur on your customer's behalf. Then, you can add these expenses to your customer's invoice to ask them for reimbursement.

Here's how to turn on billable expenses: 

1. Go to Settings (⚙), then select Account and settings.  
    
2. Click the Expenses tab and proceed to the Bills and expenses section. 
3. Turn on the following:
   • Show Items table on expense and purchase forms
   • Track expenses and items by customer.
   • Make expenses and items billable.
4. Set all the necessary information. 
5. Select Save once you're done. 
   

To record the billable expense:

1. Click on the + New button and select the transaction (Bill, Expense, or Check) you want to create.
2. Select the payee.
3. In the Category column, select the expense account for transaction.
4. Enter the description and amount of the expense, then select the Billable checkbox.
5. In the Customer column, select the customer you want to bill for this expense.
6. Click on Save and close.

To reimburse the cost, link the billable expense to your customer's invoice: 

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

Refer to this article for more information about billable expense you incur on your customer’s behalf when you perform a work for them: Enter billable expenses in QuickBooks Online. 

Once you received their payment, here's how to record invoice payments in QuickBooks Online. 

Let me know if you need more help recording your transactions. I'm always glad to help in any way I can. Have a great rest of the day!

Thank you! This is very helpful.

Thank you! This is very helpful.

Hey there, @accounting-carma!

It's great to hear that the steps provided by my colleague, @MJoy_D, helped you record charges you make on behalf of your clients in QuickBooks Online. 

Please don't hesitate to reach out to the Community if you have concerns regarding QuickBooks Online. We'll be here to help.

I have a similar situation where I have billings for the same customer on a daily basis.  I use the statement charges (desktop version) to input the sale daily, instead of creating 30 invoices.  Can anyone know this can be done using QB online? 

Hello there, @dkwan. Handling invoices and bills for your customers is a fundamental part of your business operations. I'm here to provide assistance and support as we explore the best practices and tools available to streamline your invoicing process and enhance your overall billing efficiency.

You can achieve a similar result to statement charges in the desktop version by using recurring transactions. To assist you better, I need to know which version of QuickBooks Online you use. Is it Simple Start, Essentials, Plus, or Advanced?

If you're using QuickBooks Online (QBO) Advanced, the batch invoicing feature enables you to create and send multiple invoices at the same time. For all other versions, you can create and send the same invoice to multiple customers.

On the other hand, if you have customers you invoice regularly, create a scheduled recurring invoice instead. Let's also ensure that the template you set is Scheduled type so QuickBooks will automatically create the transaction.

To create recurring transactions, follow the steps below: 

1. Navigate to the Settings menu and select Recurring transactions.
2. From there, locate the template for the transaction that wasn’t created. Then, in the Action column, select Edit.
3. Specify the frequency interval, start date, and end date of the recurring invoice. 
4. Once done, click Save template.

You can also check out this article to further understand how to set up automatic payments for recurring invoices: Set up Autopay for recurring invoices in QuickBooks Online.

It's also easy to get a list of all recurring transactions by running the Recurring Template List report.

We would appreciate regular updates on your progress with sending batch invoices to QuickBooks Online. Your task completion is our primary focus.