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scott40
November 13, 2024
Question

I have a client's invoice, and now I need to add additional entered expenses. There used to be an easy slide out tray - that's now gone. I can only create a "NEW" invoice

  • November 13, 2024
  • 2 replies
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I see all the billable expenses in the client's transaction list. There I can only create a new invoice. I need to add them to an existing invoice, and the way I used to do it is gone. I have QBO - not plus or premier.

    2 replies

    AlverMarkT
    AlverMarkT
    November 13, 2024

    Thanks for explaining the issue with adding a billable expense to a client's invoice in QuickBooks Online (QBO), @scott40.

     

    For an existing invoice, there's an extra step for the slide-out tray to appear and add the billable expense to the invoice. I can guide you through the steps to accomplish this.

     

    You can follow these steps:

     

    1. Open the existing invoice transaction. You can use the magnifying glass icon to locate it.
    2. Click on the Manage tab.
    3. From Suggestions, select Suggested transactions.
    4. From the Filter drop-down list, choose Expenses transaction type.
    5. Find the appropriate billable expense. Then, hit Add.

       

      

    If you need to record invoice payments after this, I'm adding this article as a reference: Record an invoice payment.

     

    If you have any other questions or updates about adding billable expenses to an invoice in QBO, feel free to click on the Reply button. Take care!

    L
    Lori Stearns
    January 13, 2025

    I am in the SAME boat.  This new version of invoicing is TERRIBLE!  Been on the phone with tech support for hours now with still no resolution.  I cannot add additional billable expenses to an existing invoice.  The suggestions tab is not available for existing invoices ONLY new invoices.  They are suggesting I copy the existing invoice to be able to add/edit and then delete the original invoice.  This is ridiculous.  How do I get this new invoice version off of my account?

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    scott40Author
    January 14, 2025

    This was my solution.

     

    From the existing invoice, I clicked Manage and the show expenses box was checked - but no expenses were showing. 
    So I clicked the blue text "Suggested Transactions" and THAT'S when the previously entered transactions showed up. Ya'll haven't mentioned clicking there, you simply said after checking the box, refresh, but that was always for a new invoice.   I lost hours with this change.  All support should know about this and update the support search results to address this change.  Currently when you search 'add existing expenses to an existing invoice', it's focused on expenses in projects.

     

     

    S
    scott40Author
    November 13, 2024

    Thanks for the instructions, however I can't get past step one.

     

    The +New dropdown doesn't have an option to select customers.

    See screenshot.

     

    But If I select +New > Invoice > Customer > The suggested transactions are listed already.

     

    If I got to Clients > Customer Name > I don't see a manage tab.


    So I tried +New > Invoice > Customer (suggested transactions come up without having to manage them) >leave without saving > Clients > Customer Name > Pulled up existing invoice > and the suggested transactions still aren't there.

     

    Frustrating as I need to get this invoice out the door!

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    Erika_K
    November 13, 2024

    Let me clarify things for you, Scott40. We value your efforts and time spent performing the recommended procedures and for the attached screenshot. Let's work side-by-side to ensure you can add the billable expense to your client's existing invoices.

     

    Yes, you'll need to select the Invoice option after clicking the +New button on the left navigation panel when adding the billable expense in recording a new invoice. Since this invoice is an existing transaction, you'll need to choose the Suggested transaction link first for the billable expense to appear. I'll add an image for visual reference. 


    For more info about adding billable expenses to your invoices, refer to this article: Enter billable expenses in QuickBooks Online. 

    Additionally, refer to these articles to learn about processing customer payments and handling customer refunds:

     

     

    I’ll keep this thread open for any additional questions you may have about adding transactions to your sales records or organizing your sales activities. Please feel free to share your queries in the comments below.

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    scott40Author
    November 13, 2024

    HELLO - 

     

    Those steps have been followed - allow suggested transactions has always been checked. 
    The part missing is you say repeat step 2.  However that gives me a NEW invoice. 

    As I said in my original post, I'm trying to add these to an EXISTING Invoice with NUMEROUS line items already.  It would take 30 minutes to redo them all.  And there's 30-40 billable expenses already entered, marked billable and matched to their bank transactions. I don't want to undo them all and start over.  That's crazy. 

     

    So can expenses already entered, be added to an existing invoice? That's where the slide out with suggestions is NOT appearing.  It works fine if I want to start all over.

     

     

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