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Leslie2557
May 1, 2025
Question

Billable Expense Income Reporting

  • May 1, 2025
  • 1 reply
  • 0 views

Hello,

I have created a billable expense, added it to an invoice and now I see it in the Billable Expense Income Account. However, the income will not be realized until the customer pays the invoice. Is there a Report that I can use to see what billable expenses have been paid and which ones are still outstanding?

Thank you,

Leslie

1 reply

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Erika_K
May 1, 2025

You can pull up Transaction List reports and filter them accordingly, Leslie. I'd be glad to elaborate on the specifics below.

 

While QuickBooks Online (QBO) doesn't have a dedicated report to track paid and outstanding billable expenses, you can utilize the Transaction List by Date or Transaction List by Customer reports to achieve the same insights effectively. These reports can be customized and generated for monitoring billable expense payment statuses. I'll lay out the steps below:

 

  1. Navigate to the Reports menu and search for either of the mentioned report.
  2. On the reports page, choose the Filter option. 
  3. From the first field condition, choose Transaction type. For the second field condition, select a condition, and on the third field, pick Invoice and then Billable expense charge.

     

  4. Then, click Columns and tick the A/R paid checkbox.

 

Afterward, you can see which billable expenses are paid by looking at the A/R Paid column. Invoices with a Paid status mean the linked billable expenses are settled, while those with an Unpaid status show billable expenses that haven't been paid yet.

 

Here are some additional resources to help you learn more about sending customer statements, saving customized reports, and exporting financial information:

 

 

We're here to support you with further questions about managing billable expenses. If something isn't clear or you need additional guidance, let us know in the comments below. Our goal is to help you navigate QBO effectively and confidently.

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Leslie2557Author
May 2, 2025

Hello,

Thank you for your reply. Can you suggest another solution? With your proposed solution I don't know what billable expense charges go with what invoices and, there is no way to generate realized billable expense income for a period of time. The report seems to involve visual matching/guessing. The report also doesn't take into account invoices that are partially paid. Those are still listed as "Unpaid".

Thank you,

Leslie

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Leslie2557Author
May 2, 2025

Specifically, I am looking for a field or tag on the billable expense itself (that is set when an invoice payment is made) that indicates whether or not it has been paid by the customer. That way, I can filter the Billable Expense Income account by paid, unpaid or partially paid.

 

Thank you,

Leslie

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