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Kinnzoo
November 18, 2018
Solved

How do I change expenses to not billable

I've converted from Quickbooks Desktop to Online.  In the conversion I've discovered billing errors made from years before.  I need to clear out expense that should have been billed to the client that were not.  They are listed as a billable expense.  I need to somehow delete this or change it to not billable.  Suggestions would be appreciated.

    Malcolm ZimanAnswer
    Level 4
    November 18, 2018

    Go into the Expense, Check or Bill transaction that triggered the billable expense, and click the check mark (not "View") in the Billable column TWICE, to clear the box. Save.

    To find them, go to Sales>Customers, and click the box that says UNBILLED ACTIVITY, click each customer and open the Billable Expense Charge. Then click the link on top left to the Expense, Check or Bill.

     

    If there are many billable expenses, there is a utility to delete in batch:

    https://quickbooks.intuit.com/community/Income-and-expenses/Remove-a-billable-expense-charge-from-the-customers-center-in/m-p/185627

     I think I read that this does not work for QBD conversions. Let us know how it goes

    View in thread

    27 replies

    Malcolm ZimanAnswer
    Level 4
    November 18, 2018

    Go into the Expense, Check or Bill transaction that triggered the billable expense, and click the check mark (not "View") in the Billable column TWICE, to clear the box. Save.

    To find them, go to Sales>Customers, and click the box that says UNBILLED ACTIVITY, click each customer and open the Billable Expense Charge. Then click the link on top left to the Expense, Check or Bill.

     

    If there are many billable expenses, there is a utility to delete in batch:

    https://quickbooks.intuit.com/community/Income-and-expenses/Remove-a-billable-expense-charge-from-the-customers-center-in/m-p/185627

     I think I read that this does not work for QBD conversions. Let us know how it goes

      PJOH72358
      February 9, 2019

      How do I do this if I have Quick Books Desktop Pro 2018?

      ReyJohn_DModerator
      Moderator
      January 20, 2021

      Hello,

       

      I am trying to help a client who has some Billable Expense Charges in some old Customers that she would like to make inactive as she has not worked with them in years.  She has the Essential version of Quickbooks Online so I do not see a column called "Billable" with a check box that I can uncheck.  In doing some research online, it looks like I will have to create an Invoice and apply all billable expense charges to the invoice. (per this QB Q&A https://quickbooks.intuit.com/learn-support/en-za/other-questions/is-there-some-way-to-clear-all-ancient-unbilled-activities/00/385050)  In the thread it says that the invoice total should be zero and it also mentions that the invoice will not automatically be sent to the customer.  When I go to create a new invoice for one of these customers, I do not easily see a way to have the total equal zero.  I also do not see how to mark the invoice so that I know it is not going to be sent to the customer.  Any guidance you can provide would be greatly appreciated.


      I can help you handle billable expenses in QuickBooks Online (QBO), @cpakc.

       

      The billable expenses feature is only available for QBO Plus and Advanced. Thus, you're unable to see that option on your client's QBO Essentials account.

       

      For more insights, please check out this article: Delete customer with unbilled charges.

       

      Also, it looks like you've imported your data from QuickBooks Desktop with billable expenses charges. If so, you don't have an option to get rid of them by yourself manually. Thus, getting in touch with our support team is the best option at this point.

       

      One of our representatives can help remove those billable expenses linked with some customers for you. Before you proceed, I suggest checking our support hours to make sure they can assist you timely.

       

      Here's how to contact our support:

       

      1. Click the Help (?) menu at the top, and then type Contact Us.
      2. Choose Talk to a human, and then select I still need a human.
      3. Choose the Never mind option, and then click Contact Us again.
      4. Enter your question or concern on the search box like "I want to remove all billable expenses for inactive customers."
      5. Click Let's Talk.
      6. Pick either Get a call or Start messaging option.
      7. Follow the on-screen prompts to proceed.

      For your other concern, you can make the invoice total equal zero by creating a line item with a negative value that's equal to the outstanding amount (see screenshot).

       

      Then, make sure to click Save and close instead of Save and send when saving your invoices. Also, please ensure to turn off the auto-reminder feature. This way, QuickBooks won't send them to your customers automatically.

       

      Lastly, you can customize your invoices to personalize the details you want.

       

      Stay in touch with me if you need a hand with managing your invoices in QuickBooks. I'm always around to assist you.

      jmacias
      September 6, 2021

      Go to YouTube and search "Get Rid of Unwanted Billable Expenses in Batch Trick in Quickbooks Online."  It took me about 2 minutes to "close" 5k billable expense items.  Lifesaver.

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