Billable Expense in QuickBooks Online

[@FlyGuyC23]

With the NEW invoice layout enabled I am unable to see the billable expenses. I want to put multiple billable expenses on one invoice. Can you do this in the NEW invoice layout? If I revert to the old layout I can see them. Thank you! Loved your video.

[@ClaudiaXperts]

If it is for the same customer yes you can. Make sure your billable expense is enabled

[@elly411785]

thank you! this was very helpful. Question.. if there are invoices created for a customer prior to creating billable expenses, can I still match those billable expenses to those specific invoices? If so, how would I do that?

[@ClaudiaXperts]

You can open the invoice and the drawer will open to attach it to the invoice

[@dappledandy]

I understand how to make an expense billable. However, I am doing books for a custom home builder who charges cost-plus. Virtually all of our expenses are billable with a markup. The added step I need is to get each customer invoice onto a ledger (perhaps not the proper term, but think of a spreadsheet) that matches the amount billed to the customer against what is set in a line item budget/estimate. Let’s say we have multiple expenses under the category of site work. We get a bill from a subcontractor who installed a septic tank. So when we bill the customer, how do we get that charge onto a spreadsheet in a column next to what was estimated for “septic tank installation” under the category of “site work”? We have to show our customer each month where the project stands compared to the estimate. I hope this make sense. Thanks for any help.

[@ClaudiaXperts]

You can use tags to track the projects. Create Site work as the main category then the sub categories as septic tank and whatever else. I have a video on tags you should watch. Then run the P&L by tags

[@Svaliente]

how do you get the billable expense to automatically create the product when adding it to the invoice?

[@ClaudiaXperts]

It does not automatically create a product. If the product is new you will need to add the new product.

[@Svaliente]

@@ClaudiaXperts thanks. so if i have a bunch of expenses for say meals, airfare, other travel - there's no way to associate those to a product so that when i add them to the customer invoice a product pops up? (I ask because when i go to add the product to the line item all the line item information disappears)

[@ClaudiaXperts]

@@Svaliente That’s correct, you can make the expense billable. You just can’t make products and services automatically billable.

[@sanjuanswcd3314]

We grant funded so but I add a project and have went hrough all the process of setting up project i can't seem to go past this we make THE BILL with billable hours when i hit save i get this message "An account you chose for a billable expense doesn't have an income account associated with it. Before you save this transaction, you need to make that association, or the income won't be reported correctly"

[@ClaudiaXperts]

Go into your Products and Services then pull out the product you are trying to use for billable expense then select the income account. If you do not have the proper income account create one such billable income

[@sanjuanswcd3314]

@@ClaudiaXperts Thank you but this is when I click the billable check box on a PO, it then gives me this message the PO/bill/check will get reimbursed for so i mark it billable but again then this message pops up its projects not personal of admin income but projects

[@ClaudiaXperts]

@@sanjuanswcd3314 It is hard to know what is going on without looking at it. If you would like I do offer one on one tutorial and I charge $100 per hour

[@tammyredmond3650]

You are very helpful and effective. :-)

[@ClaudiaXperts]

Thank you, appreciate your kind words!!

[@janecruse8746]

When I add my billable expenses, I add them in order of which I want to them to appear. QB changes the order to the date. How do I make this stop?

[@ClaudiaXperts]

You just need to click on date and it will filter by the date. You just need to use the filter

[@janecruse8746]

@@ClaudiaXperts I don't want them by date, I want them to stay in the order in which I add them.

[@ClaudiaXperts]

@@janecruse8746 Sorry Jane, QuickBooks does not have the feature to try by entry

[@kashifjadoon3401]

i need consultancy services to equipped my finance team in QBO

[@ClaudiaXperts]

Hi Kashif, so glad you reached out for our help, please feel free to contact us, and we will be happy to assist you.

[@Mikaagaming]

In the chart of accounts, where these billable will appear? I mean, just to track them.

[@ClaudiaXperts]

it will be an income account called Billable Income. You can also see it in the Profit and Loss under income, so it will move the expense to the income account after you invoice the customer you are billing it to and receive the payment.

[@Mikaagaming]

@@ClaudiaXperts Thank you for the prompt reply. But, we only want the "mark up" to be identified as our income (for VAT filing purposes). Because we only pay the expense on behalf of customer (the bill is under customer name), we will only charge them back after the job is done, with the mark up. So, we don't want it to be an income. Also, we don't want it to be an expense because it is the bill is under customer name.. I hope I explained well... 🙆‍♀️

[@allstatha]

My screen looks nothing like this?

[@ClaudiaXperts]

You can change the way you view your screen by clicking on the top right hand side gear menu, then on the bottom of the page select to switch to accountant view. It is the same thing just the interface is different. You can change back and forth to see what you like best.