Question

Mark inventory items as billable to a customer after they have been in inventory before creating an invoice.

Forum|Forum|2 years ago
August 25, 2023
1 reply
0 views

I know that when inventory is first being entered, items can be marked as billable and customer specified. If no customer is selected and the item is not marked billable, the items simply go into inventory. I am looking for a way to then, after the items are used later, mark a given quantity of items used on a job out of inventory as billable to a customer before creating an invoice for that customer such that the billable item shows up in "add time and costs" when creating an invoice the same as it would if marked as billable when inventory was initially entered. I am currently using Quickbooks Desktop Pro 2021.

QuickBooks Desktop

C

Carneil_C

I'm here to lend a hand in handling items in QuickBooks Desktop, @Matt2BL.

To ensure that the inventory items are marked as billable to customers when used later, we can use the bill feature in QBDT. It will also help us keep track of all your accounts payable and ensure timely payments for bills.

Here's how:

Go to the Vendors menu and choose Enter Bills.
Select a vendor from the dropdown, and fill out the necessary fields.
Choose a type of bill you want to record. In your case, you can choose Items.
Click Save once done.

After the items are used, we can go over and edit the bill to make it billable. You can refer to the screenshot below for your visual reference:

Here's a handy guide for managing your bills: Enter bills in QuickBooks Desktop.

For future reference, I've added these great resources you can use in managing your bills and items:

Keep in touch with me here if you need anything else about billable items in QBDT. I always have your back. Thanks for reaching out. Wishing you and your business the best.

M

Matt2BLAuthor

Thank you for your response. However, as stated in my original post, I already know how to do what you described. Let me clarify. I am in a service industry. There are times where I have to purchase items in case/package/spool quantities but sell them by the Each. So, when I first purchase the items, I enter the bill and receive the items as described in your post. Only the quantities of the items used is marked as billable to Customer A. The remaining quantities simply go into inventory to be used later. Months or longer later (and numerous bill entries from any given vendor) I use some more of that same item for Customer B or C and so on. I have customers that I invoice monthly. In order to track these items (so that they show up in "add time/costs" in invoice screen) pulled from inventory that are billable to these customers used throughout the month I am looking for a way to mark these items as billable to a customer AFTER they have been entered into in inventory for a while. Not when I enter the bill. I see you also mentioned going back and editing the original bill after the fact. That is all well and good when it's soon after the fact and the bill is easily enough found. However, this can be months or the next year (on rare occasions longer) and numerous bills from a vendor later so trying to find the original bill is a little cumbersome. Is there any other way, say from "List of items" or anywhere else, not from the "Enter bill" screen, to mark these items as billable to a customer after they have been in inventory for a significant period of time? Thank you for your help.

K

Kevin_C

Thanks for getting back into this thread, @Matt2BL.

Let me clarify a few things about how billable expenses work in QuickBooks Desktop (QBDT).

At this time, we can only mark inventory items as billable to your customers each time you receive them in your inventory. Once recorded, the option to set them as billable is currently unavailable in the QBDT program. You'll have to edit the bill transaction to set the inventory items as billable. You can use some reports and customize them to help you track the bills you need to edit.

I know this may not be exactly what you were hoping for, but it might serve as a temporary solution to meet your current needs. Rest assured that I'll relay this message to our team in concern here on my end and add your vote for this one.

Here's how:

Click the Help menu located at the top.
Select Send Feedback Online, then click Product Suggestion.
Type in your feedback or feature request.
Click the Send Feedback button.

Additionally, you can run and customize sales reports in QBDT to gain valuable insights into the items you buy and sell and the status of your inventory. This way, you'll know your overall sales for each product and stock if you do it this way.

I'll be around to help if you have any other QuickBooks-related questions. Just let me know by leaving a reply below. Keep safe.

Sign up

Login with SSO

Login to the community

Login with SSO