Unbillable Expenses and Time Entries

jenniferhalcyon · ‎August 29, 2024

How do I see time entries & expenses marked unbillable? I need to mark a number of entries unbillable so that I can make old projects inactive. However, in the event any of those projects become active again, I may need to see the charges previously marked unbillable. Is this possible? If I do not make old projects inactive, QBO shows us as having a huge amount of "unbilled income" on the Customer tab - which is not really the case.

ZackE · ‎August 29, 2024

Thanks for reaching out to the Community, jenniferhalcyon.

You can use a project's Unbilled Time report to see unbilled time and expense entries.

Here's how:

From your Projects screen, find the customer/project and click it.
You'll see 4 tabs (Overview, Transactions, Time Activity, and Project Reports) to choose from.
Access the Project Reports tab.
In your Unbilled time and expenses section, select View to open the report.

I've also included a detailed resource about working with billable expenses which may come in handy moving forward: Remove a billable expense charge

Please don't hesitate to send a reply if there's any additional questions. Have an awesome Thursday!

jenniferhalcyon · ‎September 03, 2024

Thanks for replying Zack - but this is not exactly what I am asking about. I am asking about time entries and expenses that have been marked NOT BILLABLE, rather than unbilled expenses.

In an attempt to clean up our system - to clear out years worth of old finished or never started jobs, I have started marking time entries & expenses NOT BILLABLE so that I can then make the customer inactive. My question is, how can I find these items that I have marked NOT BILLABLE once I have unchecked that box? Are they lost forever?

(Also, I do not use the "Projects" window. When I finally found it, there were only three customers listed (and we have hundreds!) so this is probably not the right place for me to look.)

If you have any more thoughts - I'd love to hear them!

Thanks

Bryan_M · ‎September 03, 2024

It's good to have you back here, Jennifer.

Let me add info on where you can locate the time entries and expenses that you marked unbillable in QuickBooks Online (QBO).

I agree with what @ZackE suggested in accessing the Unbilled Time report to view the time entries and expenses you marked as not billable. Just customize it correctly to show the accurate data.

Here's how:

Go to Reports.
Search the Unbilled time report and click it.
Hover your mouse to the Customize field.
Select Custom in the Time Activity Date and enter the date range you marked them unbilled.
In the Columns section, tick the box of the data you want to show in the report. Be sure to include the Customer, Activity Date, and Duration fields.
In the Filter tab, the Customer field should shown as All.
Once done, click Run Report. Then, all the time entries and expenses you marked as not billable will show.

For more info on modifying reports, feel free to check this article: Customize reports in QuickBooks Online.

Additionally, you can read this article to guide you in making a customer status inactive: Add and manage customers in QuickBooks Online.

You may want to save the customization of your report in QBO. Check out this article: Memorize reports in QuickBooks Online.

Feel free to reply if you have additional questions about managing your time entries and expense transactions in QBO. We'll assist you as soon as possible. Keep safe, and have a good one.

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Unbillable Expenses and Time Entries