Level 1

How do I restore billable time and costs items to the list after they were applied to an invoice that was deleted?

I failed to include a billable item on an invoice and deleted the invoice thinking that I could start over, but now I see that those items that had been applied to the invoice are no longer on the list. How do I put them back so they can be applied to a new invoice?

Solved
Community Champion

Reports and accounting

There is no "easy" way other than returning to the original transaction where you marked the time and costs as billable and recheck the box to make them billable again.

Otherwise just add the time and costs to a customer invoice. They don't see any difference unless you show them your markup (never a good idea)

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Level 15

Reports and accounting

You go to the original purchase, timesheet, etc, and Click on the little "billed invoice" icon, to make it Billable, again.

It is only a Status; this is Perfectly safe to do.

Level 1

Reports and accounting

I am grateful for your reply, but have an additional question. After deleting an invoice and creating a replacement as you have described, is there some simple way to verify that all of the relevant purchases have actually been made billable and billed again, but not duplicated?

 

Thank you,

Roy

QuickBooks Team

Reports and accounting

Hi there, roystallard.

 

I'd like to join this discussion and provide additional insight.

 

After some thorough research and testing, I found that the simplest and most accurate way to verify this is to go to your customer's Transaction List. Then, double-click the invoice that was created for the billable items to open it up. In here, you can check that all the relevant purchases are included.

 

Here's how you can get there:

  1. From the Customers menu, choose Customer center.
  2. Select the customer's name.

Lastly, you may go back to the Transaction List and check other invoices to make sure it hasn't been duplicated. You may also pull up the Unbilled Costs by Job report, but this will only show you which items were marked as billable that hasn't been invoiced yet. Here's how you can pull it up:

  1. From the Reports menu, select Jobs, Time & Mileage, then Unbilled Costs by Job.
  2. Click the Customize Report button.
  3. Change the From and To date as necessary.
  4. In the Columns section, search for the Item column, then select it.
  5. Click OK, then Done.

 

That should do it. Please let me know if there's anything else I can do for you. I'm always happy to help.

Level 2

Reports and accounting

I could try this but I can not see the procedure?

can you please list in order the operations?

Level 2

Reports and accounting

why,

can you please ex[plain your operations in order?

QuickBooks Team

Reports and accounting

Thank you for joining the thread, @TSS Troy

Are you referring to the steps provided by my colleague, AldrinS? If so, here's how:

 

First, go to your Customer Center to check to the customer’s profile. Then, check the invoice from the Transactions tab. You can refer to the screenshot that he provided.

 

You can also have the Unbilled Cost by Job report to view your open billable items or expenses. Here’s a detailed steps: 

  1. Click the Reports menu and choose the Jobs, Time and Mileage tab.
  2. Select the Unbilled Cost by Job report.
  3. Go to the Customize Report button and click the Filters tab.
  4. Select the Billing Status in the Filter Selection box.
  5. Choose Not billable or Unbilled.

Please let me know if there's anything that I can help you with by leaving a comment below. Have a wonderful day!

Level 1

Reports and accounting

Is there also a way to restore a deposit that was made against a job?  We receive deposits for jobs.  When I deposit the money, it creates a billable expense.  I accidentally deleted the invoice and now the deposit does not show up as a billable expense so I can put it on the new invoice.

QuickBooks Team

Reports and accounting

Hello there, jenny46.

 

I'm here to ensure you can restore a deposit that's made against a job in your QuickBooks Desktop account. This way, you'll be able update and manage your billable transactions. 

 

Deposits and invoices are two different transactions. Ideally, when you accidentally deleted the invoice, the deposit should remain in your account. Since the deposit isn't showing as billable expense that you can add to your new invoice, you can pull up the Audit Trail report to check its details. Then, make it billable again.

  1. Go to Reports menu.
  2. Select Accountant & Taxes.
  3. Choose Audit Trail.
  4. Click the Customize Report button.
  5. Go to the Filters tab.
  6. In the Search Filters field, type in Transaction and select Transaction Type below.
  7. Select Deposit from the Transaction Type field.
  8. Click OK.

 

I've attached a screenshot below that shows the fourth to eighth steps.

1.PNG

Once done, you can now link the deposit to the new invoice you created.

 

Additionally, with QuickBooks Desktop's job costing tools, you'll be able to see how much money you spend and make for each job. To accurately record your job cost, you can refer to this article for the compete details: Tracking job costs in QuickBooks Desktop.

 

Please let me know if you have other concerns. I'm just around to help.