Question

Why are Billable expenses not showing up on invoices

Forum|Forum|7 years ago
January 30, 2019
3 replies
0 views

Original commenter did not share additional details

QuickBooks Online

Billable Expenses have to be selected when you create Invoices. Once you select a customer in a blank invoice a popup should prompt you to select charges you wish to bill. There should also be a button to push to select, time, expenses, items etc.

M

Marv1n

re: "There should also be a button to push to select, time, expenses, items etc" - Where is the button?

Rose-A

Thanks for dropping by, Marv1n.

I'm here to help you with showing billable expenses in invoices via QuickBooks Online.

In order to show the billable expense in invoices, you may want to check if this feature is turned on.

Here's how:

Click on the Gear icon.
Click on Account and Settings.
Select Expenses.
Click on the pencil icon under Bills and expenses.
Select the box to Track billable expenses and items as income.
Click on Save and hit Done.

I've attached some screenshots for your reference.

You can find more details in this article: How to enter billable expenses.

Hope I helped you get all straightened out today. Let me know if you have other questions about billable expenses in QuickBooks Online.

B

boggin828

I have a bill that was broken into two payments. I entered it as one bill and paid it in payments. I invoiced the client for the first half, no problem. Now, it is time to invoice for the second half, but it's not showing up in my menu of items to bill for. I checked the balance and confirmed it was paid in full, both payments show and both show as billable to this project.

Is there some way I need to do this manually?

JessT

Hi boggin828,

Thank you for joining in on the thread. I'll be happy to share insights about your paid invoice.

This happens if you have enabled the Automatically apply credits option in your Automation settings. Therefore, when you create an invoice for a customer that has outstanding credits or unapplied payments, those will be auto-applied to the invoice.

You can check which credit was applied as payment to your invoice using the steps below.

Open the invoice.
Click on 1 payment made in blue text.
Click the date of the payment. This will route you to the Receive payment page, where you can see which credit was applied.

You can deselect the invoice on the Receive Payment page to unlink the payment. Then, send the invoice to your customer so he or she can pay it online or you can pay it manually instead. After that, you can disable the Automatically apply credits option in your settings to prevent this from happening again.

Let me know if you have any other questions about invoices and payments. I'll be more than happy to help you again. Enjoy the rest of the day!

M

MNagle

I have selected an expense as billable and it's showing in the Unbilled Charges report but yet when I'm preparing my invoice the expense is not there for me to add. Help please!

R

rvrfrf

Thanks for becoming part of the Community, MNagle.

Since your expense is marked as billable, but isn't showing up as selectable while preparing invoices, I'd recommend checking your browser. It's possible this could have something to do with temporary internet files. Browsing applications store these types of records, but sometimes they can cause issues with certain webpages. You can open a private window and check to see if it's showing up while preparing the invoice.

Here's how to access incognito mode in some of the most commonly used web browsers:

Google Chrome: Ctrl + Shift + N
Mozilla Firefox: Ctrl + Shift + P
Microsoft Edge: Ctrl + Shift + P
Safari: Command + Option + P

If the billable expense displays and is selectable while browsing privately, it's safe to say this problem's being caused by your browser. It can be fixed by clearing cached data and Intuit-specific cookies.

In the event it continues not showing up while using incognito, you'll initially want to try switching to another browsing application.

Here's a list of supported browsers:

Google Chrome - version 78 or newer
Mozilla Firefox - version 76 or newer
Microsoft Edge - version 75 or newer
Opera - version 68 or newer
Samsung - version 10 or newer
Safari - version 12 or newer

You can also check a browser's compatibility with your books by utilizing our browser health checkup tool. QuickBooks supports the current and two previous versions of browsers. If you find that you're using an older version, make sure to update it to its latest release. Steps for doing so can be found on the particular company's website.

In the event you've found no problems that could be causing this with your browser, I'd recommend using a different device and/or internet connection. If it continues happening on other devices and/or internet connections, you'll want to get in touch with our Customer Care team. They'll be able to pull up your account in a secure environment, conduct further research, and create an investigation ticket if necessary.

They can be reached while you're signed in.

Here's how:

Use the Help (?) icon.
Click Contact Us.
Enter a description of your situation in the What can we help you with? field, then hit Let's talk.
Select Start messaging or Get a call.