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nutmeg_p
January 24, 2024
Question

Billing a credit card charge onto vendor

  • January 24, 2024
  • 1 reply
  • 0 views

As a small business owner, I use QB desktop very simply and don't do anything complicated.  I'm like a remedial student when it comes to accounting and QB but know enough to get by.  My accountant must love   hate me when it comes time to looking at my QB and file taxes. 🙂 

 

When I record the credit card payment, I simply use the "write checks" function and itemize each receipt.  I don't use the "enter credit card charges". I know how to make invoices, receive payments and make deposits as it relates to that customer.  I'm confused about the account I would use when writing that check to make that item billable to a customer.  If I select an account like fuel, then even if the customer reimburses that expense, the fuel account still shows that charge.  If I select an accounts receivable account, then it won't let me click on "billable".  

 

If anyone has advice or a video, I would greatly appreciate it! 

 

Thanks!

1 reply

M
Mark_AG
January 24, 2024

Hi there, @nutmeg_p.

 

As a small business owner using QuickBooks Desktop, you can use the write checks function to record credit card payments and itemize each receipt. However, the billable feature is only used for money-out transactions, such as paying vendors needing reimbursement to you or your customers.

 

Here's some information that might be helpful to you. When writing a check to make an item billable to a customer, it's common to need clarification on which account to use. Rest assured, I'll guide you in making the right decision and ensure everything is accounted for correctly.

 

Here's a step-by-step guide on how to handle this situation:

 

  1. When writing a check, you can select an account such as fuel or another expense account to track expenses and ensure reimbursement from the customer.
  2. After the customer reimburses the expense, record the payment in QuickBooks to balance accounts receivable and accounts payable.
  3.  Suppose you need to update the account after the customer reimburses the expense. In that case, you can do so by adjusting the account register. 

 

Furthermore, the chart of accounts lists all your company's accounts and balances. QuickBooks uses this list to track funds, debts, and money coming in and going out. 

 

Let me know if you have other questions about the billable feature. I'm always available to assist you.

N
nutmeg_pAuthor
January 26, 2024

Thank you for your reply and information! I appreciate it.  May I ask then, what method do you suggest for passing on an expense I made via credit card to a customer? (If I don't use the write checks) method? Thanks!!

C
Carneil_C
January 26, 2024

Thank you for getting back on this thread, @nutmeg_p.

 

I'll share additional information about assigning billable expenses to your customers.

 

Currently, we have two ways on how you can manage an expense made to your customer via credit card. You'll want to utilize the write check or use a bill. I'll show you how: 

 

  1. Go to the Vendors menu.
  2. Select Enter bills.
  3. Choose a vendor, then fill out the required fields.
  4. Select the type of bill you want to record.
  5. Tick Save to record the bill.

 

Alternatively, it would be best to seek professional advice from your accountant to ensure the accuracy of your books. This, way you can ensure the best method that fits your business. If you're not affiliated with one, you can utilize our accountant to look for one in your area.

 

For future reference, here's an article for more details about deleting bills or bill payment checks in QBDT: Void or delete a bill or bill payment check.

 

Please feel free to get in touch for any additional questions about managing your vendors or customers in QBDT. The Community always has your back. Take care always.

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