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NewbieCrystal
April 3, 2022
Question

Adding Expenses to an existing invoice on Quickbooks Online Plus

  • April 3, 2022
  • 2 replies
  • 0 views

I have recently converted from desktop to Quickbooks online plus. I am trying to attach reimbursable expenses to already created invoices. I do not have an "add" option, nor do I have an arrow beside the balance due as has been referenced in several provided instructions. 

I have already entered the expenses and applied them to the correct customers. Now the issue is pulling the expense over to the already created invoice. Thanks in advance.

    2 replies

    MariaSoledadG
    MariaSoledadG
    April 3, 2022

    Let's make sure you'll be able to attach reimbursable expenses to your invoices, NewbieCrystal.

     

    When converting data from QuickBooks Desktop to QuickBooks Online (QBO), reimbursable expenses and the unbilled item will automatically be converted into billable expenses in QBO. If it's not, you'll have to turn on the billable expense tracking feature. To do this, follow the steps below: 

    1. Go to the Gear icon, then select Account and settings.
    2. Go to the Expenses tab.
    3. From the Bills and expenses section, select Edit.
    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. Bill payment terms.
    7. Click Save.

     

    Then, enter a billable expense. Here's how:

    1. Select + New.
    2. Select the transaction (Bill, Expense, or Check) you want to create.
    3. Select the payee.
    4. In the Category column, select the expense account for the transaction.
    5. Enter the description and amount of the expense, then select the Billable checkbox.
    6. In the Customer column, select the customer you want to bill for this expense.
    7. (Optional) Enter or make sure the markup % is correct, then select the Tax checkbox or choose a tax agency if you want to charge tax.
    8. Select Save and close.

     

    Next, add the billable expense to the invoice. I've outlined the steps below:

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

     

    Additionally, learn how to categorize and match transactions you've entered. Go through this article for the detailed steps: Categorize And Match Online Bank Transactions In QuickBooks Online.
     

    Reach out to us if you have any questions about reimbursable expenses. The Community is always here to help you anytime.

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    NewbieCrystalAuthor
    April 3, 2022

    Thank you so much for your detailed response. I was able to adjust the expense settings as recommended and to enter and connect the billable expense to my customer. The issue is that in the last step, you refer to the "add to invoice window". This does not show up when I follow the steps that you have outlined. Why would the "add to invoice" window not appear? Please help to resolve. Thanks 

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      NewbieCrystalAuthor
      April 8, 2022

      An answer has been found! Once reverted back to the “original invoice” the add to invoice  reappeared. Thanks to all.  

        S
        SteveWalters17
        April 30, 2022

        Can you tell me how to revert to the original invoice.  I am having the same issues as NewbieCrystal and can't get the add to invoice window to pop up. 

         

          KlentB
          KlentB
          April 30, 2022

          I'll make sure that you'll be able to add the billable expenses, SteveWalters17.

           

          Are you using the new invoice UI? If so, you can click the Old layout option at the top to go back to the original invoice interface. This way, you'll be able to add the expenses. 

           

          If you're already working on the original UI and the Add to invoice window is still not showing, I'd recommend following the troubleshooting steps above provided by, Carneil_C. QuickBooks Online uses browser cache and cookies to run faster. At times, these accumulated become corrupted causing unusual behaviors in the program.

           

          Lastly, here are some articles that you can read to help manage the expenses you incur on your customer’s behalf:

           

          Keep me posted if you have any other concerns or additional questions. I'll be around to help.

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