How to Enter Billable Expenses in QuickBooks?

Posted 3 years ago in BUSINESS.

When you save your transaction the expense gets recorded as usual, and a non-posting transaction is also recorded called a billable expense.

How to Enter Billable Expenses in QuickBooks?

Here you will know all about QuickBooks Billable Expense.

Whatever your job, it's common practice to get things on behalf of others then pass those costs on later in an invoice, with or without mark up. QuickBooks involves a well-integrated way for creating this process that takes no time at all and for Assured that you just don’t ignore to invoice your clients for anything they must be giving for.

Billable Expenses: About

Whether you enter your expense into QuickBooks as a bill, check, or expense, you may mark it as billable. It means that you'll both enter the customer's name that the expense has been paid for and check the billable box. If you would like to mark up the price, you'll enter the applicable percentage. Once you store your transaction the expense gets recorded forever, and a non-posting transaction is additionally recorded called a QuickBooks billable expense.

Create Billable Expense

Above may be a sample expense screen for some lights bought from Dan’s Lighting that was for a project you were preparing for Diego Rodriquez. If you don’t view the billable, client, and mark-up fields on your desktop. You'll need to activate them first or upgrade to the next level of QuickBooks Online.

Step 1

To activate these options, click the Gear icon within the upper right of QBO, then Account and Settings. Under the Expenses, the tab verifies the latter two features have turned on: track expenses and items by customer and make expenses and items billable. Also, tick the box for “mark up with a default rate of X%.” You'll leave the default percent as 0.

Step 2

Then within the invoicing module of QuickBooks as you move to generate an invoice for Diego Rodriguez you'll be reminded about your unbilled, billable expenses. Counting on the version of QuickBooks that you simply are using the reminder could be in the kind of a pop-up or the expenses might just swank to the correct side during a “drawer,” but either way. QuickBooks is keeping track of the expenses you marked billable but have yet to bill from outside clients.

Step 3

All you've got to try and do is add the billable expense to your invoice. Whatever information you wrote on the expense will show on the invoice. If you've got a mark-up, which will show as a separate item, but not when sent to the customer or printed. The opposite nice feature of billable expenses is that these things can post to a special income account called Billable Expense Income on the P&L, making your reporting more informative.

Create Reoccurring Expenses

In the case of the IT Professional or anyone who sells a similar thing at a similar price to their client, there's even a faster way to do that.

Set up an item or product/service for the expense. Then anytime you get a similar item you'll just type the name of the item and everyone associated information will pre-populate. If the buy reoccurs on a similar day every month, you'll even save it as a reoccurring or memorized transaction, so it automatically posts. The memorized transaction will hold all the mandatory information. Including expense account, amount, description, mark-up percentage, transaction amount, and the client responsible for the charge.

Reporting Billable Expense

The option underneath the red box up the above screenshot says, Track billable expense and items as income. If this box hasn't ticked, creating a billable expense will create a positive entry to the chosen expense account. Also as a corresponding negative expense within the same account, wiping the expense from your books. Your P&L Detail report would seem like this. If this was the sole transaction on your P&L your income would be $0.

As you'll see this places an invoice/income transaction type into an expense account. We feel this method portrays inaccurate financial statements. To repair this problem, we recommend you tick the box in Account and Settings > Expenses to inform QuickBooks to “track the expenses and items as income” instead.

Track Billable Bills and Expense as Income

Once this box has been ticked your financial statement will show both an income amount and an expense amount. This also works if using a Cost of products Sold type account. With this extra setting enabled your P&L will.

If you want help customizing billable expenses in QuickBooks to work for your business. Please communicate out to our accounting and bookkeeping team. We've experience customizing this and other QuickBooks features to several different industries.

Mason Olivia

Living in United States