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FajitaShorty
October 13, 2023
Question

Add credit card charges and cash receipts to client invoice

  • October 13, 2023
  • 1 reply
  • 0 views

I'm new to QBO, having used the desktop version for 20+ years.  I find the online version, at best, confusing.  The tech help I get on the 800 number also have issues navigating this software. I have spent 14 hours in the past week with phone support, trying to figure out this enormously (over-) complicated program.

 

My question deals with expenses, and linking an expense to an invoice. In desktop QB this was easy -- just input the client and job name when entering the expense, then bring them up while creating an invoice.

 

In QBO its an entirely different story.  I'm paying what is, for me, a large sum annually for basic QBO and payroll.  Now a tech helper suggested I pay an additional $90/month for this feature, something that came with no additional charges in desktop QB!

 

Given the scope of this program, there must be a way to do this simple task without paying even more to Intuit.

 

thanks,

1 reply

Fiat Lux - ASIA
Fiat Lux - ASIA
October 13, 2023

Just curious. Why don't you consider switching back to QB Desktop?

S
ShyMae
October 13, 2023

I understand the challenges you've encountered, and I appreciate you sharing your concerns with us, @FajitaShorty. I see the benefit of linking your expense to your created invoice, and I'm here to assist you with this. 

There's a way to link both using the billable expense feature in QuickBooks Online (QBO). When you perform work for your customers, sometimes you incur expenses on their behalf. These expenses are known as billable expenses.

 

This functionality is only available in QBO Plus and Advanced. If you're using the Simple Start or Essentials, you'll want to consider upgrading your plan.

Once you're ready, follow these steps to enable the billable expense. Here's how:

  1. Go to Settings, then select Account and settings. 
  2. Select Expenses.
  3. Turn on the Show Items table on expense and purchase forms, Track expenses and items by customer, and Make expenses and items billable options. 
  4. Select Bill payment terms. 
  5. Hit Save.

 

Record the billable expenses for existing invoices. Here's how:

  1. Go to + New, then select Bill.
  2. From the Vendor dropdown, select a Vendor.
  3. From the Category column, select the expense account for the transaction.
  4. Enter the description and amount of the expense and select the Billable checkbox.
  5. Select the customer you want to bill for this expense in the Customer column.
  6. Fill in the necessary field. Then, hit Save and close.

 

You can now add or link the billable expenses to an invoice. Here's how:

  1. Select Sales, then click Invoices.
  2. Find the invoice and click the Edit button.
  3. Click on the arrow beside the Balance Due.
  4. Tap Add on the billable expense/s under Add to Invoice to add them.
  5. Hit Save.

However, if you don't want change your subscription, you can explore third-party apps as an alternative.

 

For future reference, I'll add this article to help you manage your billable expenses in QBO: Remove a billable expense charge.

 

Feel free to reach out if you need anything related to QBO expenses. I'm here to assist you.

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