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MichaelKrones
November 8, 2023
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How to invoice a customer for electronic toll charges?

  • November 8, 2023
  • 1 reply
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We have RFID toll passes in the cars that we use to visit clients. The toll pass subscriptions are paid by the company. With QB Desktop we would manually add the correct toll amount for a trip in an expense report and flag it as billable to the client. The income from that expense was not linked to the expense of paying for the toll subscription. 

How do I handle this in QBO? Do I create an expense report with the company as the vendor? If I do that, do I use Travel Expenses as the account for the income resulting from the charge to the client?

Best answer by Erika_K

I'm here to help you manage your customer's transaction, Michael. 

 

In QuickBooks Online (QBO), we can record your customer's electronic toll charges as a billable expense.  Billable costs are expenses you incur on behalf of your client while performing a task for them.


No worries, we can easily record and track billable expenses so your customer can reimburse them when they receive their invoice. To track billable expense, we have to enable it first.

Here's how:

  1. Go to the Gear icon, then select Account and settings.
  2. Choose the Expenses tab.
  3. From the Bills and expenses section, click Edit. 
      • Show Items table on expense and purchase forms
      • Track expenses and items by customer.
      • Make expenses and items billable.
  4. Select Save. 

 

Then, we can now create the billable expense. Perform the steps below: 
 

  1. On the left navigation panel, click the New button. 
  2. Select the transaction (Bill, Expense, or Check) you want to create.
  3. Choose the payee.
  4. In the Category column, select the expense account for the transaction.
  5. Enter the description and amount of the expense, then tick the Billable checkbox.
  6. In the Customer column, choose the customer you want to bill for this expense.
  7. Click, Save and close. 

 

To record the billable expense to your customer's invoices, refer to the article: Enter billable expenses in QuickBooks Online. 

 

With regards to generating an expense report for the company, we can easily create a vendor profile for your business. For more information we can check out this article: Add a Vendor in QuickBooks Online. 

 

In choosing an account for your transactions, I recommend consulting your accountant. This way, we can ensure accurate accounts for each transaction. 

 

In addition, I'll add this article about how to record customer remittances in QBO: Take and process payments in QuickBooks Online with QuickBooks Payments. 

 

If you have more questions about processing charges in QBO, feel free to leave a comment. Have a nice day ahead!

1 reply

E
Erika_KAnswer
November 9, 2023

I'm here to help you manage your customer's transaction, Michael. 

 

In QuickBooks Online (QBO), we can record your customer's electronic toll charges as a billable expense.  Billable costs are expenses you incur on behalf of your client while performing a task for them.


No worries, we can easily record and track billable expenses so your customer can reimburse them when they receive their invoice. To track billable expense, we have to enable it first.

Here's how:

  1. Go to the Gear icon, then select Account and settings.
  2. Choose the Expenses tab.
  3. From the Bills and expenses section, click Edit. 
      • Show Items table on expense and purchase forms
      • Track expenses and items by customer.
      • Make expenses and items billable.
  4. Select Save. 

 

Then, we can now create the billable expense. Perform the steps below: 
 

  1. On the left navigation panel, click the New button. 
  2. Select the transaction (Bill, Expense, or Check) you want to create.
  3. Choose the payee.
  4. In the Category column, select the expense account for the transaction.
  5. Enter the description and amount of the expense, then tick the Billable checkbox.
  6. In the Customer column, choose the customer you want to bill for this expense.
  7. Click, Save and close. 

 

To record the billable expense to your customer's invoices, refer to the article: Enter billable expenses in QuickBooks Online. 

 

With regards to generating an expense report for the company, we can easily create a vendor profile for your business. For more information we can check out this article: Add a Vendor in QuickBooks Online. 

 

In choosing an account for your transactions, I recommend consulting your accountant. This way, we can ensure accurate accounts for each transaction. 

 

In addition, I'll add this article about how to record customer remittances in QBO: Take and process payments in QuickBooks Online with QuickBooks Payments. 

 

If you have more questions about processing charges in QBO, feel free to leave a comment. Have a nice day ahead!

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