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Level 1

Why are Billable expenses not showing up on invoices

Ok!  This is SO absurd, but I figured out how to get billed expenses to show up-- and it has nothing to do with caches or anything of the sort.  You simply click on "Create Invoices" and then type in the Customer Name.  Once it does, click on the little clock button next to the Template Type in the second bar from the top (circled in the picture.) Yes!  When the window first pops up it's blank because it defaults to the "Time" tab, but then click on the "Expenses" tab next to it and, voila!, all of the reimbursable expense show up.  


Hope this helps someone!!


Level 1

Why are Billable expenses not showing up on invoices

I just switched from desktop to QBO essentials. I don't want the billable tracking but a few employee payments were marked billable. How can I remove the billable checkmark now that I am using essentials?


Why are Billable expenses not showing up on invoices

I've got the steps you'll need on how to remove it in QuickBooks Online, Skg9951.


Please follow these steps:


  1. Go to the Sales menu and select Unbilled Activity.
  2. Select the name of the customer the charge was marked billable to.
  3. In the Transaction List, select the billable expense charge you need to correct.
  4. Select Expense (or Check) at the top. This redirects users to the specific transaction marked as billable.
  5. Find the items you marked as billable.
  6. Uncheck the box in the Billable column.
    Note: For billable checks, you need to select the Check link at the top to open the transaction.
  7. Select Save and close.

The steps are sure to help you remove those payments that were marked billable.


You can reach back out to me if you have any additional concerns about billable expenses in QBO. I'll be right here to help.

Level 2

Why are Billable expenses not showing up on invoices

I have a bill that was broken into two payments. I entered it as one bill and paid it in payments. I invoiced the client for the first half, no problem. Now, it is time to invoice for the second half, but it's not showing up in my menu of items to bill for. I checked the balance and confirmed it was paid in full, both payments show and both show as billable to this project.


Is there some way I need to do this manually?


Why are Billable expenses not showing up on invoices

Hi boggin828,


Thank you for joining in on the thread. I'll be happy to share insights about your paid invoice.


This happens if you have enabled the Automatically apply credits option in your Automation settings. Therefore, when you create an invoice for a customer that has outstanding credits or unapplied payments, those will be auto-applied to the invoice.



You can check which credit was applied as payment to your invoice using the steps below.


  1. Open the invoice.
  2. Click on 1 payment made in blue text.
  3. Click the date of the payment. This will route you to the Receive payment page, where you can see which credit was applied.

You can deselect the invoice on the Receive Payment page to unlink the payment. Then, send the invoice to your customer so he or she can pay it online or you can pay it manually instead. After that, you can disable the Automatically apply credits option in your settings to prevent this from happening again.


Let me know if you have any other questions about invoices and payments. I'll be more than happy to help you again. Enjoy the rest of the day!

Level 1

Why are Billable expenses not showing up on invoices

I've done all this and it still does not show up for me to invoice.


QuickBooks Team

Why are Billable expenses not showing up on invoices

Thanks for getting back to us, @Addi8Lily5. I'm here to share additional info to ensure you can invoice the customer for the second half.


We can only invoice a billable expense per line item once. Hence, we're unable to divide the amount into two. I'd suggest using multiple line items on the bill. You can add a second line item and enter the remaining billable balance. Also, make sure to edit the amount on the first line item. The bill should give you the exact total amount.


Here's how:

  1. Go to the Expenses menu and select Vendors.
  2. Select the vendor's name.
  3. Find and open the bill.
  4. Under Category or Item details, edit the amount entered on the first line. Make sure it's the same number entered in the first half.
  5. On the second line, select the same account or item. Enter the remaining billable balance.
  6. Select the customer/project's name and mark the Billable box.
  7. Click Save and close.


Once done, create an invoice for the second one. You can also utilize the Progress Invoicing feature. It allows you to split an estimate into as many invoices as you need.


Be sure to leave a reply if you need more help with entering billable expenses. I'm determined to help you succeed.

bookkeeper bb
Level 1

Why are Billable expenses not showing up on invoices

I have read each post in this thread thoroughly and here is what I have tried so far:

- I changed my settings to Track expenses and items by customer AND Track billable expenses and items as income (in multiple accounts)

- I cleared my cache

- I set my settings in google chrome to allow pop ups on QBO


I did not:

"click on the little clock button next to the Template Type in the second bar from the top"

because I don't see that anything like that


still once I create a new invoice and enter the customer's name from the drop down, the add expenses to invoice window is not popping up on the right hand side. all that appears there is a panel of edit options including customization, payment options, design, and automation. when I x out of that window, it leaves me with just my invoice centered in the screen with nothing on either side.


please help me!!!

i need to bill these customers for all the supplies we purchased for the job.



QuickBooks Team

Why are Billable expenses not showing up on invoices

Thanks for trying all the steps to resolve your billable expenses concerns, @bookkeeper bb


I know you've read everything in this thread as you've mentioned. It might have been that the billable expenses feature is turned off in your account. Let's double check and ensure to turn it on so you can start using it. Here's how:


Here's how:


  1. Check the Gear icon, then go to the Account and Settings tab.
  2. Select Expenses.
  3. Select the pencil icon under Bills and expenses.
  4. Mark the box to Track billable expenses and items as income.
  5. Save and hit Done.


For your reference, check out this article to learn more about recording billable expenses in QuickBooks Online Plus and Advanced.


Feel easy to post more of your concerns. We're always here to assist you once again.


Level 1

Why are Billable expenses not showing up on invoices

I have selected an expense as billable and it's showing in the Unbilled Charges report but yet when I'm preparing my invoice the expense is not there for me to add.  Help please!


Why are Billable expenses not showing up on invoices

Thanks for becoming part of the Community, MNagle.


Since your expense is marked as billable, but isn't showing up as selectable while preparing invoices, I'd recommend checking your browser. It's possible this could have something to do with temporary internet files. Browsing applications store these types of records, but sometimes they can cause issues with certain webpages. You can open a private window and check to see if it's showing up while preparing the invoice.


Here's how to access incognito mode in some of the most commonly used web browsers:


  • Google Chrome: Ctrl Shift N
  • Mozilla Firefox: Ctrl Shift P
  • Microsoft Edge: Ctrl Shift P
  • Safari: Command Option P


If the billable expense displays and is selectable while browsing privately, it's safe to say this problem's being caused by your browser. It can be fixed by clearing cached data and Intuit-specific cookies.


In the event it continues not showing up while using incognito, you'll initially want to try switching to another browsing application.


Here's a list of supported browsers:


  • Google Chrome - version 78 or newer
  • Mozilla Firefox - version 76 or newer
  • Microsoft Edge - version 75 or newer
  • Opera - version 68 or newer
  • Samsung - version 10 or newer
  • Safari - version 12 or newer


You can also check a browser's compatibility with your books by utilizing our browser health checkup tool. QuickBooks supports the current and two previous versions of browsers. If you find that you're using an older version, make sure to update it to its latest release. Steps for doing so can be found on the particular company's website.


In the event you've found no problems that could be causing this with your browser, I'd recommend using a different device and/or internet connection. If it continues happening on other devices and/or internet connections, you'll want to get in touch with our Customer Care team. They'll be able to pull up your account in a secure environment, conduct further research, and create an investigation ticket if necessary.


They can be reached while you're signed in.


Here's how:

  1. Use the Help (?) icon.
  2. Click Contact Us.
  3. Enter a description of your situation in the What can we help you with? field, then hit Let's talk.
  4. Select Start messaging or Get a call.


Be sure to review their support hours so you'll know when agents are available.


I'll be here to help if there's any questions. Have a great Friday!

Level 1

Why are Billable expenses not showing up on invoices

finally figured this out after TWO HOURS with QBO tech support on the phone....... you have to go to the top right corner and click to view the invoice in the OLD view/version. Then your billable expenses magically appear on the right side of the page when in EDIT INVOICE (assuming you've already entered them in the EXPENSES tab and assigned them to the correct project/customer). 


It's worth noting, i did have to DELETE my original invoice that i had attempted to make, create a NEW invoice, click the 'old invoice view' or something like that in top right corner. 


You guys are not alone. 

Level 1

Why are Billable expenses not showing up on invoices

If only QuickBooks always functioned as intended. LOL anyone who uses QB knows better.  Also, people asking this question as why it isn't showing up have already done the basic steps to enable the fuctionality.

Level 1

Why are Billable expenses not showing up on invoices

Why do we need to pay more to have a fully functioning billable expense capability?  When I tried to upgrade from the expense account and settings page I got a message stating:

"We're sorry, we can't find the page you requested.
You may have incorrectly typed the address (URL) or clicked on an outdated link."


So I can't even throw more money at this problem to make the system work effectively.

QuickBooks Team

Why are Billable expenses not showing up on invoices

Thank you for joining the thread, Upsellexhausted. I understand that you need assistance with entering your billable expenses in QuickBooks Online (QBO) and I am here to help. 


To begin, let's troubleshoot the issue. The problem may be related to your browser. I suggest opening your QBO account in a private browser, which will ignore any historical data. This will help us determine if the issue is with your browser or somewhere else.


These are the keyboard shortcuts:

  • Mozilla Firefox: CTRL + Shift + P
  • Microsoft Edge: CTRL + Shift + N
  • Google Chrome: CTRL + Shift + N
  • Safari: Command + Shift + N


If the error is fixed after this, then the issue is likely caused by your browser. You'll want to clear your regular browser cache. Another option is to use other supported browsers.


If the issue still occurs after performing the troubleshooting, you'll want to contact our support team to have your account checked and get this behavior investigated further. Here's how to contact them:


  1. Log in to your QuickBooks Online account.
  2. Click Help (?).
  3. Type in "Talk to a human," then press Enter.
  4. Select Contact Support Team.
  5. Type again Talk to a human and click Contact Support Team.
  6. Choose a way to connect with us.


Additionally, feel free to check out this article for more information on how to record billable expenses: Enter billable expenses in QuickBooks Online.


This thread is always open for more queries on billable expenses and any other QuickBooks-related matters. I'll be on the lookout for your replies. Stay safe. 

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