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Carl Endres
May 9, 2023
Question

Mass Remove Unbilled Expenses - QBD/Enterprise

  • May 9, 2023
  • 1 reply
  • 0 views

Hello,

 

Our company doesn't use the "Billable Expenses" feature at all in Quickbooks, though a large number of them have accrued in our file due to various imports and old transactions not having the "Billable" box properly unchecked.  In fact, nearly every expense transaction (journal entry, item receipt/bill, etc) that involves a customer name/job for tracking purposes defaults to "billable", which after several years, has added up to thousands of transactions over hundreds of customers showing "billable" items.

 

So I'd like to try and get two answers here:

 

1. What setting to I need to turn on/off to *permanently* default all line items on journal entries, item receipts/bills, etc as non-billable, even if they are linked to a customer.

 

2. Is there are more efficient method to hide/mark unbillable all currently billable transactions beyond the method shown in https://quickbooks.intuit.com/learn-support/en-us/reports-and-accounting/how-do-i-remove-a-mass-amount-of-unbilled-expenses-in-qbd/01/1091335#M158995?  As I mentioned, some customers have *thousands* of transactions to hide due to several years of erroneously marked entries.

 

Also, on the "Unbilled Costs by Job" report, there are some transactions that do not appear in the "Add Time/Costs" window for that customer, even though they are on the report, and the transactions linked on the report do not have the "Billable" box checked.

    1 reply

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    GebelAlainaM
    May 9, 2023

    Hello there, Carl. Thank you for getting in touch about this matter. I'll share information about mass removing unbilled expenses in QuickBooks Desktop (QBDT).

     

    The option to remove the mass amount of unbilled expense transactions is currently unavailable. Although, there's an option to uncheck in the Company Preferences page so the transactions you create in the future will not be marked as billable even if you linked it with a customer. It is the Mark all time entries as billable and the Mark all expenses as billable, please refer to the steps below:

     

    1. Go to the Edit menu and select Preferences.
    2. Choose Time & Expenses on the left-side panel.
    3. Click the Company Preferences folder.
    4. Make sure to uncheck the Mark all time entries as billable and Mark all expenses as billable boxes.
    5. Once done, click OK.
    1.  


    These steps will disable the automatic billable check mark once you enter expenses on your bill but not the prior expense transactions you've entered that were marked as billable. 

     

    On the other hand, regarding the Unbilled Costs by Job report, you can only view the expense transactions on the report and not the time entries.

     

    If you need related articles for future use, please visit our site: Help articles for QuickBooks Desktop.

     

    Keep me posted if you have other questions about entering your bill. I'm always here to help.

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    Carl EndresAuthor
    May 9, 2023

    We have the "Mark all expenses as billable" option unchecked in our preferences, but new items still auto-check the billable box on Item Receipts/Bills and we have to manually uncheck them to keep them from adding to the pile of unbilled items.

     

    Also, there are some Journal Entries that appear on the Unbilled Costs report, but aren't available to hide in the actual invoice transaction.  I've attached a screen shot showing the empty Add Time/Costs screen, the report, and the Journal Entry in question (pardon the crampedness of it.  We use a remote desktop environment to access our Quickbooks).  The Journal Entry doesn't even have the Billable checkbox available to select, but it still shows up on the report.

     

    A number of our customers are in similar situations, where they have entries on the report due to various journal entries, but trying to close out the billable time/expenses shows them as having none at all.

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    Carl EndresAuthor
    May 11, 2023

    Is a solution for this available?  Going through and hiding several thousand transactions manually is not a tenable option, and that doesn't even address the several thousand transactions that appear on the "Unbilled Costs by Job" report but aren't actually billable items that can be marked off.

     

    At the very least, can we get a "Hide All" button in the "Add Time/Costs" window?  There's a "Select All", so not having a "Hide All" seems like a pretty egregious oversight.

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