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roystallard
December 20, 2018
Solved

How do I restore billable time and costs items to the list after they were applied to an invoice that was deleted?

  • December 20, 2018
  • 3 replies
  • 0 views

I failed to include a billable item on an invoice and deleted the invoice thinking that I could start over, but now I see that those items that had been applied to the invoice are no longer on the list. How do I put them back so they can be applied to a new invoice?

Best answer by john-pero

There is no "easy" way other than returning to the original transaction where you marked the time and costs as billable and recheck the box to make them billable again.

Otherwise just add the time and costs to a customer invoice. They don't see any difference unless you show them your markup (never a good idea)

3 replies

john-pero
john-peroAnswer
December 20, 2018

There is no "easy" way other than returning to the original transaction where you marked the time and costs as billable and recheck the box to make them billable again.

Otherwise just add the time and costs to a customer invoice. They don't see any difference unless you show them your markup (never a good idea)

J
jenny46
May 28, 2020

Is there also a way to restore a deposit that was made against a job?  We receive deposits for jobs.  When I deposit the money, it creates a billable expense.  I accidentally deleted the invoice and now the deposit does not show up as a billable expense so I can put it on the new invoice.

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Rea_M
May 28, 2020

Hello there, jenny46.

 

I'm here to ensure you can restore a deposit that's made against a job in your QuickBooks Desktop account. This way, you'll be able update and manage your billable transactions. 

 

Deposits and invoices are two different transactions. Ideally, when you accidentally deleted the invoice, the deposit should remain in your account. Since the deposit isn't showing as billable expense that you can add to your new invoice, you can pull up the Audit Trail report to check its details. Then, make it billable again.

  1. Go to Reports menu.
  2. Select Accountant & Taxes.
  3. Choose Audit Trail.
  4. Click the Customize Report button.
  5. Go to the Filters tab.
  6. In the Search Filters field, type in Transaction and select Transaction Type below.
  7. Select Deposit from the Transaction Type field.
  8. Click OK.

 

I've attached a screenshot below that shows the fourth to eighth steps.

Once done, you can now link the deposit to the new invoice you created.

 

Additionally, with QuickBooks Desktop's job costing tools, you'll be able to see how much money you spend and make for each job. To accurately record your job cost, you can refer to this article for the compete details: Tracking job costs in QuickBooks Desktop.

 

Please let me know if you have other concerns. I'm just around to help.

qbteachmt
qbteachmt
December 20, 2018

You go to the original purchase, timesheet, etc, and Click on the little "billed invoice" icon, to make it Billable, again.

It is only a Status; this is Perfectly safe to do.

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roystallardAuthor
March 20, 2019

I am grateful for your reply, but have an additional question. After deleting an invoice and creating a replacement as you have described, is there some simple way to verify that all of the relevant purchases have actually been made billable and billed again, but not duplicated?

 

Thank you,

Roy

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AldrinS
March 20, 2019

Hi there, roystallard.

 

I'd like to join this discussion and provide additional insight.

 

After some thorough research and testing, I found that the simplest and most accurate way to verify this is to go to your customer's Transaction List. Then, double-click the invoice that was created for the billable items to open it up. In here, you can check that all the relevant purchases are included.

 

Here's how you can get there:

  1. From the Customers menu, choose Customer center.
  2. Select the customer's name.

Lastly, you may go back to the Transaction List and check other invoices to make sure it hasn't been duplicated. You may also pull up the Unbilled Costs by Job report, but this will only show you which items were marked as billable that hasn't been invoiced yet. Here's how you can pull it up:

  1. From the Reports menu, select Jobs, Time & Mileage, then Unbilled Costs by Job.
  2. Click the Customize Report button.
  3. Change the From and To date as necessary.
  4. In the Columns section, search for the Item column, then select it.
  5. Click OK, then Done.

 

That should do it. Please let me know if there's anything else I can do for you. I'm always happy to help.

MariaSoledadG
MariaSoledadG
May 27, 2021

Allow me to provide a few information about marking as billable items in payroll, StrngrDanger.

 

I know how beneficial for you to mark an item as billable if you have created it within your paycheck. For now, you can only do this when creating an invoice in QuickBooks as mentioned by @katherinejoyceO. You'll want to use Timesheet entries for good Job Tracking, and includes the Service item column and set your employees to be Paid from Time Data. 

 

For more information, please check this article for more information: Tracking job costs in QuickBooks Desktop. Additionally, I've also included this helpful article for the different reports you can pull up and get a better understanding of your business's financial status: Track your cash flow in QuickBooks Desktop.

 

If you have any other questions aside from billable items, please let me know in the comment section. Stay safe!

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