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Invoice for time and expenses

The Invoice for Time & Expenses window lets you invoice customers with unbilled time and expenses directly from a single list. You can view subtotals of your unbilled time and expenses for each customer, filter the list by date, sort your results, and select which customers to bill.

Note: If you select more than 1 customer at a time, QuickBooks automatically invoices for all billable time and expenses. However, if you select only 1 customer, then you can choose which time and expenses to include on the invoice.

How do time, costs, and mileage expenses become billable?

How do I open the Invoice for Time & Expenses window?

Choose Customers > Invoice for Time & Expenses.

If you can't see this menu item, you may need to turn on the preference.

Note: Only the QuickBooks Administrator can turn on this preference.

  1. Choose Edit > Preferences. The Preferences window opens.

  2. On the left of the Preferences window, click Time & Expenses.

  3. Click the Company Preferences tab.

  4. Select the Create invoices from a list of time and expenses checkbox.

  5. Click OK.

I want to create an invoice for only 1 customer or job.

  1. Choose customers and jobs to invoice.

    1. Click the Date Range From and To drop-down icons and select a date range for the time and expenses you want to invoice.

    2. (Optional) Click the Template drop-down arrow and select a template from the list.

    3. (Optional) Click any column header to sort the list by that column in either ascending or descending order. For example, click the Total column header to sort customers and jobs in ascending order. Click the Total column header again to sort in descending order.

      To hide a column, right-click any column header and click to clear the checkmark next to the column name. To show a column, right-click any column header and select the column from the list.

      Note: Hidden expenses are not added to the invoice.

    4. In the Checkmark column, click to select the customers or jobs you want to invoice. To select all customers and jobs on the list, click the Select All button.

  2. Review or edit billable items.

    1. Click the Create Invoice button. The Choose Billable Time and Costs window opens.

    2. On each tab, click the Checkmark column next to each billable item you want to include on the invoice. To select all items on a tab, click the Select All button (learn more).

    3. (Optional) If you want the selected items to appear as a single line item when you print the invoice, select the Print selected time and costs as one invoice item checkbox.

      Important: Select this checkbox only if you are certain you want the printed invoice to show only the total of the costs and not a line-by-line listing of each cost. After saving an invoice this way, you'd need to make the time and costs billable again if you wanted to go back and print the costs line by line.

      When you print the invoice, it shows one amount (the sum of all the expenses plus any markup). The Description column lists the amount as "Total reimbursable expenses. You can change this description by editing the onscreen version of the invoice.

    4. (Optional) On the Time and Mileage tabs, click the Options button. If you click the Options button from the Time tab, the Options for Transferring Billable Time window opens. If you click the Options button from the Mileage tab, the Options for Transferring Billable Mileage window opens. Use both windows to determine how the time and mileage activities you select will appear on the invoice (learn more).

  3. Create the invoice.

    1. Click OK. The completed invoice opens.

    2. On the Create Invoices window, click Save & Close to save the invoice.

I want to create invoices for multiple customers or jobs.

  1. Choose customers and jobs to invoice.

    1. Click the Date Range From and To drop-down icons and select a date range for the time and expenses you want to invoice.

    2. (Optional) Click the Template drop-down arrow and select a template from the list.

    3. (Optional) Click any column header to sort the list by that column in either ascending or descending order. For example, click the Total column header to sort customers and jobs in ascending order. Click the Total column header again to sort in descending order.

      To hide a column, right-click any column header and click to clear the checkmark next to the column name. To show a column, right-click any column header and select the column from the list.

      Note: Hidden expenses are not added to the invoice.

    4. In the Checkmark column, click to select the customers or jobs you want to invoice. To select all customers and jobs on the list, click the Select All button.

  2. Review or edit billable items.

    Note: If you select multiple customers or jobs to invoice, you can only review the details. You can edit billable items only if you select 1 customer or job to invoice. If you want to choose specific billable items to appear on an invoice, select only 1 customer or job at a time.

    1. Click the Next Step button. The Batch Invoice for Time & Expenses window opens and shows a general overview of the customers or jobs you selected to invoice.

      Note: If you decide not to invoice a customer or job, click to clear the checkmark next to the customer or job's name.

    2. (Optional) Click the Edit Options button to

      • Determine how the time and mileage activities you selected will appear on the invoice

      • Change the markup amount for expenses (learn more).

    3. (Optional) Click the Review Billables button to review each type of billable for a customer or job. The Choose Billable Time and Costs window opens.

      1. Click the Time and Costs For drop-down arrow, and select a customer to review.

      2. Click on each tab to review items to be included on the invoice.

      3. Click OK.

  3. Create the invoice.

    1. Click the Create Invoices button. The Time & Expenses Summarywindow opens.

    2. (Optional) Click the Print button to print the invoices that you have selected for printing. Click the Email button to email the invoices you have selected to be emailed.

    3. Click Close.

See also

KB ID# H_INV_FOR_TIME_EXPENSES
9/20/2014 4:59:59 PM
PPRDQSSWS402 9102 Pro 2013 d2bd61