How do I recorded billable expenses for already existing invoices?

useraccounting8 · ‎December 22, 2020

I have invoices that are create in another program that import into QBO. A few days after these invoices are created, I will have a bill come in to add to the invoice. How do I add the expense after the fact?

ChristieAnn · ‎December 22, 2020

Hi there, useraccounting8.

Thank you and welcome here in our Community. I'll share steps to ensure that you're able to record the billable expenses for already existing invoices.

I suggest creating a bill to record the billable expenses for existing invoices. From there, you'll have the option to check the billable box and choose the specific customer.

Here's how:

Click + New and choose Bill.
Select the payee.
From the Category column, select the expense account for the transaction.
Enter the description and amount of the expense and select the Billable checkbox.
In the Customer column, select the customer you want to bill for this expense.
Fill in the necessary field. Then, hit Save and close.

For additional information, you can click this article: Enter billable expenses.

Once done, you can now add or link the billable expenses to an invoice. To start with, I recommend going to the Sales page and locate the existing entry. Please follow the steps below.

Click Sales at the left menu. Then, go to the Invoices section.
Find the invoice and click it to expand the page.
Click the Edit invoice button that appears in the right corner.
On the Invoice page, click on the arrow beside the Balance Due.
Click on Add on the billable expense/s under Add to Invoice to add them.
Hit Save.

Please refer to this article to see steps on how you can Uncheck the box in the Billable column of an entry to delete a billable expense charge: How to remove a billable expense charge.

I'll be always here to help you if you have any other questions about billable expenses, just add a comment below. Have a great day ahead!

View solution in original post

ChristieAnn · ‎December 22, 2020

Hi there, useraccounting8.

Thank you and welcome here in our Community. I'll share steps to ensure that you're able to record the billable expenses for already existing invoices.

I suggest creating a bill to record the billable expenses for existing invoices. From there, you'll have the option to check the billable box and choose the specific customer.

Here's how:

Click + New and choose Bill.
Select the payee.
From the Category column, select the expense account for the transaction.
Enter the description and amount of the expense and select the Billable checkbox.
In the Customer column, select the customer you want to bill for this expense.
Fill in the necessary field. Then, hit Save and close.

For additional information, you can click this article: Enter billable expenses.

Once done, you can now add or link the billable expenses to an invoice. To start with, I recommend going to the Sales page and locate the existing entry. Please follow the steps below.

Click Sales at the left menu. Then, go to the Invoices section.
Find the invoice and click it to expand the page.
Click the Edit invoice button that appears in the right corner.
On the Invoice page, click on the arrow beside the Balance Due.
Click on Add on the billable expense/s under Add to Invoice to add them.
Hit Save.

Please refer to this article to see steps on how you can Uncheck the box in the Billable column of an entry to delete a billable expense charge: How to remove a billable expense charge.

I'll be always here to help you if you have any other questions about billable expenses, just add a comment below. Have a great day ahead!

useraccounting8 · ‎December 28, 2020

Thank you, thank you! I thought that feature was gone when we switched from Desktop. So glad to know I can still quickly add an expense to an invoice.

Sue

tombay · ‎August 11, 2021

I do not have the add button visible on my version.

AlexV · ‎August 11, 2021

Hi there, tombay!

Thanks for joining this thread. Let me assist you in adding billable expenses to your invoices.

I've added a screenshot for your reference where you can locate the Add button mentioned by my colleague.

If you still can't find it, you'll want to perform some troubleshooting steps. You'll want to use an incognito window and check it from there. Incognito won't save your browsing history which can result in an error. These are some of the shortcut keys:

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

Also, you'll want to clear the cache and make sure you're using a supported and up-to-date browser. This can help in fixing any browser-related issues.

If what you're seeing on your end is different from the screenshot, you're probably using QuickBooks Desktop. This version has a different process.

When you create an expense or bill transaction, make sure to select a customer from the Customer:Job column, and don't forget to check the Billable tickbox. Then, follow these steps:

Go to the Customers menu and select Create Invoices.
Select a customer from the Customer:Job drop-down. The Billable Time/Costs window will appear.
Choose the Select the outstanding billable time and costs to add to this invoice, then OK.
From the Choose Billable Time and Costs, select the billable expense you created, then OK.

Do you need help in balancing your books? Learn the process of reconciliation by clicking this link: Learn the reconcile workflow in QuickBooks.

Leave a comment again here if you have other concerns. Take care!

pfosFB · ‎March 14, 2022

I have billable expenses to add to existing invoices that are percent complete.

So once a client accepts a quote, I invoice them 50% of the total project. Then billable expenses come into play.

I followed the instructions above, but it increases my invoice amount. The invoice is 50% of the entire project so the amount cannot be changed. Do I enter the billable expenses a different way than usual?

ChristineJoieR · ‎March 14, 2022

Hi there, @pfosFB. I can share some information about the recording of billable expenses in QuickBooks Online.

When you add an item to an invoice, the total amount of the invoice will rise at the same moment.

As another alternative, you can also produce an invoice that separates the chargeable expenses.

Here's how:

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

Learn how to track billable expenses in QuickBooks Plus and Advanced. Check out this article for your reference.

In addition, I added some links for your future reference in creating projects in QuickBooks Online.

If you require any extra information regarding your expenses, please leave a comment. Have a wonderful day ahead of you.

justanothername · ‎May 24, 2023

I am using quickbooks online essential and it does not appear to be a "billable" checkbox when creating a bill. Also I do not see an arrow beside balance due in my invoice?

JamesAndrewM · ‎May 24, 2023

I'm happy to share information about billable expenses in QuickBooks Online (QBO).

The Billable expense feature is only available in QuickBooks Online Plus and Advance. However, if your subscription is QuickBooks Online Simple Start or Essentials, it is unavailable. You might want to consider upgrading your subscription to access the following feature. Here's how:

Sign in to QuickBooks Online as a primary or company admin.
Select Settings ⚙ and then Account and Settings.
Choose the Billing & Subscription tab.
Make sure your payment info is up to date.
In the QuickBooks Online section, click Upgrade your plan.
Review the available plans and then select Choose Plan.
Follow the onscreen steps to upgrade your plan.

For detailed information, refer to this article: Upgrade or downgrade your QuickBooks Online subscription.

You may visit this article to learn the reconciling workflow: Learn the reconcile workflow in QuickBooks.

For additional QuickBooks-related concerns, don't hesitate to post them here in the Community. We're always available and willing to lend a hand to your queries. Have a great day ahead.

Topics

Training

Community

Resources

How do I recorded billable expenses for already existing invoices?