Tracking Expenses for Invoicing in QBO

Many companies incur certain expenses that they plan to invoice to customers. Professional offices could wish to invoice for postage or shipping or copying charges. A repair service might purchase parts for a service call that need to be invoiced to a customer.

With QuickBooks Online (QBO), it is possible to track these expenses in such a way that they are ready to invoice at the appropriate time.

The feature is not significantly different than that available in QuickBooks Desktop. If you are familiar with that, you’ll have no trouble picking up the procedure in QBO.

Above is a check created in QBO. Someone from Craig’s Design and Landscaping Services, our sample company, has purchased 5 sprinkler heads. These are specifically being used for repairs for the customer Amy’s Bird Sanctuary.

You can see the two arrows in the graphic. The Billable column is checked to inform QBO that this is an item that will be entered on to an invoice. The Customer column tells QBO which customer will be invoiced for the product.

QBO tracks this internally. When it comes time to invoice the customer, QBO will remind us that these charges need to be included.

The moment we begin an invoice for Amy’s Bird Sanctuary, QBO lists all outstanding billable time and items in a panel along the right side of the screen. As you can see from the screenshot, in addition to the expense for the sprinkler heads, someone has entered billable time for Amy’s Bird Sanctuary.

Either or both of these outstanding items can be added to the invoice with a click of the mouse. We will select the button Add All.

Above is our completed invoice. The sprinkler heads were marked as taxable when we made the purchase so that is how they carried over to the customer invoice.

As it stands, the invoice is ready to save and send to the customer.

Hector Garcia, CPA
Certified Advanced QuickBooks ProAdvisor
12401 Orange Drive #136
Davie, FL 33330
954-414-1524
hector@garciacpa.com

Hector Garcia

Hector Garcia

Hector Garcia is a CPA and QuickBooks Consultant.
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