We are unable to close or "make inactive" old customers "because there are unbilled charges". How do we work around?

You can run an Uninvoiced Charges report from the "Who Owes You" section in the Reports tab. When the report loads, select Customers in the Group By field. Then you can run down the list and look for the Customer that you are trying to make inactive. By clicking on the Billable Charge that was assigned to that Customer, you can click on Expense (blue hyperlink at top of page) un-select the Billable option once the Expense opens, Save and Close, if you do not intend to Invoice that Customer. If you DO plan to charge the customer, you'll need to create a new Invoice for them, and Add the Billable Expense that will pop open from the right hand side of the Invoice, Save and Send. If there are too many Uninvoiced charges to do this, I recommend contacting your bookkeeper or accountant because we have the ability to "batch clear" those types of older transactions. Hope this helps!

We have our Accountant available this morning to address this issue for us.  Does anyone have specific instructions to batch clear un-billed (uninvoiced) charges?  Most have originated from vendor invoices, the remaining from expense reports.

Thanks, Mike

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We can clear the un-billed charges at once by editing your company URL, Mike. Here's how to do it:

1. Go to the Dashboard menu or homepage.
2. Edit the URL by changing homepage to managebillableexpense. For example, https://c9.qbo.intuit.com/app/homepage to https://c9.qbo.intuit.com/app/managebillableexpense.
3. In the Hide unbilled expenses window, enter the Date.
4. Click Save.

Then, you can review the Uninvoiced Charges report. This will help us confirm that we have finished the process successfully.

I've also added screenshots on how you can do it one at a time.

After that, you can continue making your customers inactive.

Let me know if you need more assistance with this. Have a great day!

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@JamesDuanT wrote:

Currently, we can only clear the un-billed charges one at a time, Mike. Here's how to do it:

 

 

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Has the tool to batch-delete unbilled expenses, as described in the following link, been removed?

https://quickbooks.intuit.com/community/Reports-and-accounting/How-do-I-remove-a-mass-amount-of-unbi...

IntuitHeidi

‎01-30-2019 11:04 AM

Re: How do I remove a mass amount of unbilled expenses?

Hi,

If you have a lot of unbilled expenses, the best way to remove them is to go to your Dashboard.  On the top of your screen where the URL is, remove "homepage", and put this in your URL after "/app/"  managebillableexpense    So your URL will say: c__.qbo.intuit.com/app/managebillableexpense

Then you can choose the date that you want these unbilled charges to be removed

We have several years worth of unbilled expenses so I tried the method below:

If you have a lot of unbilled expenses, the best way to remove them is to go to your Dashboard.  On the top of your screen where the URL is, remove "homepage", and put this in your URL after "/app/"managebillableexpense . Then you can choose the date that you want these unbilled charges to be removed.

It appears that the process times out and gives me this message: 

I appreciate you trying the recommendation provided by my colleague, mgiampietro.

The time to convert the billable expenses to non-billable will depend on how many transactions are being processed.

To verify if this is completed, you can run and customize the Uninvoiced Charges report.

1. On the left menu, click Reports.
2. On the search field, enter Uninvoiced Charges.
   
3. Customize the date period. 
4. Click Run report to refresh the data.
5. Click the Save customization button if you wish to memorize the report.

Moreover, if you get the Something’s not quite right. Please wait while we are converting Billable Expenses to non-billables.psng534 message again when running the tool, you can open your QuickBooks Online account in a private browser or Chrome's incognito window. This is a feature in the web which allows you to browse without storing any data history. 

Here's how to open a private window:

• For Internet Explorer or Firefox, press Ctrl + Shift + P. 
• For Chrome, press Ctrl + Shift + N.
• For Safari, hold down Command + Shift + N.

If this works well, you'll need to go back to the main browser and clear its cache. This will boost the performance of your browser and the application as well. 

Keep me posted on how these steps work out for you. I'll be glad to help you some more if need be. Have a good one.

I keep on getting this error:

Hello there, @cfitzpatrick, 

I appreciate you for attaching a screenshot above.

We've received reports about the error you're getting when removing the unbilled expenses. Rest assured that our product engineers are actively working to have a permanent fix. 

I'd suggest contacting our Customer Support Team. They can add your company to the list of affected users, so you'll get updates via email. They are available from 6 AM - 6 PM PT (Monday - Friday) and 6 AM - 3 PM PT (Saturday). Here's how: 

1. Go to the Help menu at the upper right. 
2. Choose Contact Us. 
3. Enter I keep on getting this error message: "Something's not quite right. Please wait while we are converting Billable Expenses to non-billables.psng534" in the What can we help you with? box. 
4. Click Let's talk. 
5. Select Get a callback or Start a chat. 
6. Enter your contact information. 
7. Choose Confirm my call or Send message. 

Once resolved, I recommend running the Unbilled Charges report to view all the customer charges you haven't invoiced yet. Just go to the Reports menu and locate it under the Who owes you section. The screenshot below serves as your visual guide. 

I'm just a comment away if you have other concerns. Enjoy the rest of your day. Keep safe. 

i'm having the same problem as all thse other folks. can't deactivate customers who were migrated from desktop to subcustomers with unbilled charges..like 80000 of them. This guys has been in business for a long time and didn't link his charges to the invoices to the customers. The tech support call back didn't have a clue. i'm happy to read there is a batch process for unhooking all those unbilled charges. but in reading down the list..maybe there is a bug in this process? also..i can't read the screenshots you post...can you send the links to those directly to me? [email address removed]

Thanks for joining us here today, @smb2020.

I'll share some information about the billable charges. There are ways to delete these charges. However, if you're using QBO Plus, you can batch mark these expense charges by following the steps below.

1. Go to your QBO Dashboard.
2. Change the URL in the address bar from “qbo.intuit,com/app/homepage” to “qbo.intuit.com/app/managebillableexpense. ''
3. Enter the appropriate date, then click Save.

The above steps, will hide unbilled expenses and mark them as closed without having to create an invoice. Learn more about the other ways in deleting unbilled charges in this article: Delete customers with unbilled charges.

About the above screenshots, you can find them when you pull up the report. Just go to Reports, and then type Unbilled Charges in the Find report by name field.

Here's how it looks like:

If you need help with other tasks in QBO, feel free to browse this link here. It has our general topics with articles that'll guide you along the way.

Don't hesitate to drop a comment anytime if you still have questions or concerns with billable charges. I'll be happy to answer them for you. Take care and have a great weekend ahead.

Hoping all is well! I have read the above topic and we also need to delete "old" time charges or unbilled charges from years ago so we can make old accounts inactive.  We have tried to make the old accounts inactive, but we can't due to have $0 time charges or unbilled charges.  I know how to delete them individually which takes a long time, but is there a more efficient way to mass delete old unbilled charges that have $0 amount so we can make the customer inactive?

Thanks so much!

I'm having the same problem. Thousands of time entries from old customers, which means I cannot inactivate them. So very frustrating, and have been waiting for Intuit to fix it for over a year.

Thank you for reaching out to the Community, Marlo. I wish I could make it better. 

To ensure you can delete or make inactive the old employee in QuickBooks, We have a designated team that'll help with your account and find the root cause of issues with unbilled charges. Unlike in this public forum, they have full access to help with opening an account and can review the status of your case. Also, only the back end removes the old unbilled time charges. 

Here's how to contact our support:

1. Go to the Help (?) icon at the top.
2. On the Assistant tab, click Talk to a Human.
3. Select Get help from a human. 
4. You can choose a way to connect with us: 
   • Start a chat with a support expert.
   • Get a callback from the next available expert.

I want to include that reaching out to our Customer Care Support is best during business hours from 6 AM-6 PM PT Monday-Friday. Use this article to learn more: QuickBooks Online Support.

I'll include this reference so you can learn more about how to add, edit, delete, or merge customers in QuickBooks Online: Add and manage customers in QuickBooks Online.

In addition, you may check this article for some pointers on how to use the reports: Run reports in QuickBooks Online. 

Please let me know if you have additional questions or concerns about managing your customers. I am glad to help. Have a wonderful day ahead! 

Hi;

I am the "accountant" and I am not seeing a way to batch-clear the time charges.

Could you please help me?

Thanks,

Susan

Hello there, @sgailk. Thanks for joining the thread and allowing me to help you clear the time charges in QuickBooks.

As mentioned by my colleague in this thread you can clear those unbilled charges by editing your company URL. That way, it will hide those unbilled expenses and mark them as closed without having to create an invoice. 

Here's how: 

1. Go to the Dashboard menu or homepage.
2. Edit the URL by changing the homepage to manage the billable expense. For example, https://c9.qbo.intuit.com/app/homepage to https://c9.qbo.intuit.com/app/managebillableexpense.
3. In the Hide unbilled expenses window, enter the Date.
4. Click Save.

In case you want to delete a customer with unbilled charges, you may follow this article: Delete customer with unbilled charges in QuickBooks Online.

However, if the steps I've shared don't work, I'd suggest contacting our Customer Support Team. They have tools that can check your account securely and help you batch-clear the time charges. To reach them follow the steps shared by LollyNino_C or open this link: QuickBooks Online Support.

You can bookmark this reference in your browser for additional resources: Automatically invoice unbilled time activities. It includes instructions on how to view auto-created invoices for unbilled activities.

Keep in touch with us here in the Community if you have other questions about managing your unbilled charges. I'm always here to help.