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dawnjohnson
May 13, 2024
Question

How do I link billable expenses to progress invoices with the "new invoice experience" as I did prior to the rollout?

  • May 13, 2024
  • 1 reply
  • 0 views
It has just come to my attention when creating an invoice from an estimate that I no longer have the ability to link a billable expense to an invoice and choose the option to delete the line but keep the billable expense linked as I have done for the last 4.5 years. Nor does the documentation from the linked billable expense populate as an attachment on the invoice I link it to. We use progress invoicing so our invoices are created from the estimate.  Often times, a subcontractors invoice we receive will be "buried" in one of our line items so I need to be able to link the invoice but not necessarily have it as a separate line item.  I was able to achieve this until the "new invoice experience".  Please help!

1 reply

Bryan_M
Bryan_M
May 13, 2024

I'm glad to see you here, Dawn.

 

I'll help you link the billable expenses to your progress invoices in the new invoice experience.

 

You can still link your billable expense to your progress invoice through the new invoice format. First off,  create an estimate for a customer. Then, convert it to an invoice. Here's how: 

 

  1. From the Sales tab, go to Estimates.
  2. Look for the created estimate transaction. Click the dropdown icon and select Mark accepted.
  3. Once done, tap Convert to invoice. 
  4. In the prompt "How much do you want to invoice? Pick the Manual entry for each line. Then. Create invoice.
  5. The Billable expense will show in the right side corner. Click Add. 
  6. You have the option to delete a line item just like you did to the previous invoices and keep the link of the billable expense.
  7. On the upper right corner, click Manage. Then, go to Design and select your progress invoice template.
  8. Once done, check the format in the PDF view and Payor view for the payment template.
  9. If you see no errors, click Save or Review and send.

 

If you want to run transaction reports in QuickBooks Online (QBO), you can read this article: Run reports in QuickBooks Online.

 

Leave a comment below for additional questions about managing your invoice and bill transactions. I'll be willing to help. Keep safe, and have a good one.

S
sheriese
May 14, 2024

We are having the same issue, and it has really thrown a wrench in our workflows, as we can sometimes bill for 300+ billable expenses for one client.  I tried using the estimates using the instructions below, but I am not seeing a prompt for "Manual entry for each line".   As soon as I click "convert to invoice", it just creates a regular invoice and I still don't have the option to delete line items while keeping the expense attached.

  1. In the prompt "How much do you want to invoice? Pick the Manual entry for each line. Then. Create invoice.

What am I missing?

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