When this company first began using Quickbooks (desktop), there was an impression that turning on tracking for customer jobs would help with managing costs billed back to customers as well as general expenses to the business. As the result there are years of tracked "costs" that appear in the Unbilled Costs byJob" report.
I would like to clear them so I can use this function accurately for creating invoices that request reimbursement for the clients for expenses on project jobs we need to bill for.
Is there a faster way of doing this without messing up years of reconciliations, effecting the PL and Balance sheets OR having to by creating "dummy" invoices and zeroing them out?
You can start with an invoice and use the Billable Time/Cost tab to clear the unbilled costs. I'll help you with the steps so you can get you started.
After that, open and refresh your report again.
You can check out this article for more information: Understand reports.
I've also added this article for future reference: Tracking job costs in QuickBooks Desktop.
Get back to me if you have additional questions. I'd be happy to assist you.
Hi Sheila -
Thanks for this. I have reviewed this exercise (the one I asked about-not your answer) over and again and the closest thing I could come up with while staying within the "expectations" of the software, was to create the invoices for each job ) there are YEARS of them) and then to zero out the invoice keeping a recorded note as to its existence. Yikes!
Your way makes a cleaner and more effective use of the software- and something I didn't realize I could do.
So - thank you in advance. I will give this a try and report back to you.
Hi Again Sheila -
I am finding that most of the "Unbilled Costs" were entered on the "Expenses" Tab.
Is it possible to create an invoice for these transaction to clear them? Or can I just go through and uncheck the "Billable" option on the line item?
Thanks for getting back to us, @West_o.
I appreciate you performing the steps provided by ShiellaGraceA above. I'm here to share answers to your follow-up questions.
There isn't a need to create invoices for these unbilled costs, but you'll need to uncheck the Billable option on the line item under the Expenses tab. Then, remove its designated Customer:Job. You can check out the screenshot below for your reference.
After that, these transactions will be removed on your Unbilled Costs by Job report. You can also run and customize other customer, job, and sales reports to help you easily manage and keep track of your sales and accounts receivable in the program.
This will help you get the information you need for today, @West_o.
Please know that I'm always here to help if you need anything else. Wishing you and your business continued success with QuickBooks!
Thanks Raymond -
That would be ideal if the "Billable" box was checked- even if tedious. The "BIllable" box does not even appear in many of them but they still show up in the "Unbilled Costs By Job" report. Perhaps these are showing up as "Unbilled" by virtue of the fact that they have a designated "Customer:Job".
I wonder -- is there a way to set a kind of "closed" date for unbilled expenses at a higher level of the software? Most of these are from over 5 years ago. I think I read this was possible - but perhaps in QBO version. Is there a way to do this in QBDT?
Thanks for providing more details about your concern, @West_o.
Our engineers are aware that on the Unbilled Cost by Job Report items are showing even if they’re not billable. They’re currently investigating the root cause of the issue and working towards finding a permanent fix.
I want to ensure you’re in the loop about the resolution status, so I recommend contacting our Technical Support Team. They have to collect personal data to add your company to the list of affected users and provide this number for easy tracking: INV-27404.
To reach them:
I appreciate your patience while this is being worked on. Please let me know if I can be of additional assistance. I’m always here ready to help.
Hello there, @West_o.
Let me guide you on how to contact our support team successfully.
You can check out this article for your reference: Contact the QuickBooks Desktop Customer Support Team.
Please know that you can always get back into this post if you have more questions. I'll keep an eye out on your response.