In QB Essentials, how do I link a job expense with the invoice for that job? I am able to link hours, but not expenses? There is no "Billable" box to check.

Hi there, fwtfa916.

Let me bring clarifications to your question about linking job expenses with the invoice.

The billable expense feature is only available in QuickBooks Online Plus and Advanced. You can use this article as an additional reference: How to Enter Billable Expenses.

To be able to avail of the said feature, you might consider upgrading your account to a higher version. Here's how you can upgrade your QBO subscription:

1. Click the Gear icon on the top menu.
2. Select Account and Settings.
3. Choose Billing & Subscription menu.
4. In the QuickBooks Online section, click Upgrade. If you don't see it, you’re already using the plan with the most features.
5. Choose the plan you want, and click Upgrade.
6. Confirm your payment information and click Save.

Check out this article for more details about understanding your subscription rate: How to understand your subscription rates and charges.

For more questions about linking expenses with invoices, just leave me a comment below. I'm here to continue helping. Have a wonderful day!

Hi, fwtfa916

Hope you’re doing great. I wanted to see how everything is going about link a job expense with the invoice for that job? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at any time.

Looking forward to your reply. Have a pleasant day ahead!

Hi @Charies_M , I would appreciate some further clarification on the steps and processes of billable expenses within QB Essentials, not with the upgraded version.  I understand you don't have the special features but what is the process without the special features.  I do not incur billable expenses enough to necessitate an upgrade. I only have to do this about once a year.

Thanks for joining this conversation, Harlan_Associates.

Since you only incur billable expenses once a year, I would suggest creating a Journal Entry to your QuickBooks Essential account to resolve your issue. I also recommend seeking expert advice from an accountant to determine the appropriate accounts to use, and to ensure your books will be accurate.

I'll guide you how:

1. Click + New and select Journal entry.
2. On the first line, select an account from the Account field. Depending on if you need to debit or credit the account, enter the amount in the correct column.
3. On the next line, select the other account you're moving money to or from. Depending on if you entered a debit or credit on the first line, enter the same amount in the opposite column.
4. Check the amounts - you should have the same amount in the Credit column on one line and the Debit column on the other. This means the accounts are in balance.
5. Select Save and new or Save and close.

For more details, check out our detailed guide on how to create a journal entry in QuickBooks Online. 

To have a better view on how your business is doing, you can run the Profit and Loss report. It summarizes your income and expenses in a set date period.

Please add an update here on how things go. I'll be right here if you need further help. Have a good one!