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Level 1

Sales to billable expense

Hello everyone:


I have Quickbooks Essentials.  Remember, this version does not allow selecting expenses as "billable."  But I am having an issue... when I send an invoice to a client, it gets reimbursed, it comes up as "Sales" when I match the transaction to the invoice (payment is for AR).  I want to change the account to "billable expenses" but I cant find the option to do that.  It is a big deal because I sometimes have large billable expenses on behalf of a client.  When reimbursed, it just comes up as a sale which is not accurate.  Seems weird that I cant change it easily.


I am hoping there is a solution to change!


Please help.



2 Comments 2

Sales to billable expense

Hello there, @sigep739!


You can manually change the account of your reimbursed invoices under CATEGORY when categorizing them.

  1. Go to Transactions.
  2. Select Banking.
  3. On the Bank and Credit Cards menu, select your bank account.
  4. Under For review, select the reimbursed invoice you wanted to change the affected account.
  5. Select the appropriate expense account under the CATEGORY menu.

On that same page, you can select the Add or Match function so you can start categorizing them. To add, here's an article you can read to learn more: Categorize and match online bank transactions in QuickBooks Online.


But I'd still recommend contacting your bank so someone can help you correctly assign an account for your reimbursed invoices so you don't need to update them once they're downloaded into your account.


Lastly, I've got you this helpful article for ideas about how you can review your transactions after categorizing them: Find, review, and edit transactions in account registers.


Keep me posted in the comments if you have any other questions. I'll be happy to end a helping hand.

Level 15

Sales to billable expense

The basic premise is faulty.  Reimbursed expenses are for your employees.


what you spend is an expense
what you are paid by the customer is income


on the P&L income is reduced by expense, so if they are the same they wash

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