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aellison
September 14, 2023
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qbo how to record bills paid for clients that will be paid back to us

  • September 14, 2023
  • 1 reply
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we are a nonprofit that has multiple clients at any given time. we sometimes pay fines, court costs, transportation expenses, and urine analysis' for the clients because we already have accounts with most of the places they go so we actually get billed for these things momthly anyways. we do however expect payment to be made back to us by the clients before they can graduate our program. how can i keep track of these things when they are sometimes grouped onto a certain bill that we are paying all at once. example is: urine analysis bill has all clients on it for one month period, some clients pay their own and we dont get billed, sometimes they dont have the money so we will pay it for them, mainly there are clients that are grouped into phase 1 we call it, that we always pay the ua's for them (thats why we get a bill in the first place) but i need to keep track of the money we pay for each one them that are not phase 1 on that bill so they can pay us back. hope this makes sense to someone. right now i just use an excel spreadsheet to keep track of who owes what

Best answer by JenoP

I know of a feature that can help you track the expenses paid on behalf of your clients, aellison.

 

You can use the Billable Expense feature in QBO. This would allow you to record expenses and bill or add them to customer's invoices in the future. By doing so, you can easily keep track of the expenses you've incurred on behalf of your clients. I'd be happy to provide you with all the necessary details.

 

To get started, follow these steps to enable the Billable Expense feature:

 

  1. Go to Gear or Settings ⚙ icon and select Account and settings.
  2. Proceed to the Expenses tab.
  3. Click the Edit ✎ button under the Bills and Expenses section,
  4. Turn on the following:
    • Show Items table on expense and purchase forms
    • Track expenses and items by customer.
    • Make expenses and items billable.
  5. (Optional) Set up the following:
    • Markup rate
    • Billable expense tracking
    • Sales tax charge
  6. Select a bill payment terms.
  7. Click Save.

 

Next, follow these steps to record billable expenses:

 

  1. Click the + New button and select the transaction (Bill, Expense, or Check) you want to create.
  2. Enter all required details.
  3. Select Save and close.

 

Finally, when you're ready to invoice your clients, follow these steps to add the billable expenses:

 

  1. Select Invoice.
  2. In the Customer ▼ dropdown menu, select the customer you created a billable expense for. This opens the Add to invoice window.
  3. Select Add on the billable expense you want to charge to your customer.
  4. Click Save and close.

 

For more in-depth information about this feature, you can refer to this resource: Enter Billable Expenses in QuickBooks Online.

 

Additionally, I'd like to share these articles to provide you with more resources for tracking this type of transaction:

 

 

If you have any follow-up questions when invoicing your clients for expenses using the Billable Expense feature in QuickBooks Online (QBO), don't hesitate to reply and ask. The QuickBooks Community is always available to help you with any other QuickBooks-related questions and inquiries you may have.

1 reply

JenoP
JenoPAnswer
September 14, 2023

I know of a feature that can help you track the expenses paid on behalf of your clients, aellison.

 

You can use the Billable Expense feature in QBO. This would allow you to record expenses and bill or add them to customer's invoices in the future. By doing so, you can easily keep track of the expenses you've incurred on behalf of your clients. I'd be happy to provide you with all the necessary details.

 

To get started, follow these steps to enable the Billable Expense feature:

 

  1. Go to Gear or Settings ⚙ icon and select Account and settings.
  2. Proceed to the Expenses tab.
  3. Click the Edit ✎ button under the Bills and Expenses section,
  4. Turn on the following:
    • Show Items table on expense and purchase forms
    • Track expenses and items by customer.
    • Make expenses and items billable.
  5. (Optional) Set up the following:
    • Markup rate
    • Billable expense tracking
    • Sales tax charge
  6. Select a bill payment terms.
  7. Click Save.

 

Next, follow these steps to record billable expenses:

 

  1. Click the + New button and select the transaction (Bill, Expense, or Check) you want to create.
  2. Enter all required details.
  3. Select Save and close.

 

Finally, when you're ready to invoice your clients, follow these steps to add the billable expenses:

 

  1. Select Invoice.
  2. In the Customer ▼ dropdown menu, select the customer you created a billable expense for. This opens the Add to invoice window.
  3. Select Add on the billable expense you want to charge to your customer.
  4. Click Save and close.

 

For more in-depth information about this feature, you can refer to this resource: Enter Billable Expenses in QuickBooks Online.

 

Additionally, I'd like to share these articles to provide you with more resources for tracking this type of transaction:

 

 

If you have any follow-up questions when invoicing your clients for expenses using the Billable Expense feature in QuickBooks Online (QBO), don't hesitate to reply and ask. The QuickBooks Community is always available to help you with any other QuickBooks-related questions and inquiries you may have.

A
aellisonAuthor
September 14, 2023

This is very helpful thank you so much!

A
Archie_B
September 14, 2023

Hi there, aellison.

 

It's great to know that you found my colleague's solution helpful. Please keep in mind that our Community forum and this thread are both open for any additional questions or concerns. We'll also provide important information and specific troubleshooting steps as needed. Take care and Enjoy your day!

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