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Add a markup to reimbursable expenses

To do this task

  1. Go to the Customers menu and click Create Invoices.

  2. In the Create Invoices window, select a customer or job with billable expenses, then click the Add Time/Costs button.

  3. Click the tab for the kind of cost you want to charge.

    Click Time to include time billable to this job.

    Click Expenses to include other costs and expenses you incurred, but did not enter as line items. For example, you might include shipping charges that you entered on the Expenses tab when you paid for items you received from a vendor.

    Click Mileage to include billable mileage expenses for this job.

    Click Items to include line item purchases for this job. These include inventory parts, non-inventory parts, subcontracted services, and other charge items.

  4. In the Checkmark column, click next to each cost you want to charge.

  5. Click the Expenses tab.

  6. If necessary, change the markup shown in the Markup Amount or % field.

    QuickBooks fills in this field with the markup set in the Sales & Customers Preferences window. If you decide to change the markup here, it applies only to this invoice. You can enter the markup either as a flat amount (for example, 10.00—which QuickBooks would interpret as ten dollars) or as a percentage (for example, 10%—which QuickBooks would interpret as ten percent). If you enter a percentage, be sure to include the % sign.

  7. Click the Markup Account drop-down list and choose the name of the account you use to track markup income.

  8. (Optional) If you want the costs you select 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: Do this 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). Once you record the invoice or sales receipt, it is difficult to print the costs separately. To go back, you will need to delete the original expense transaction and then select the invoice column (to the right of the Customer:Job column) on the Expenses or Items tab.

    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." If you want, you can change this description by editing the onscreen version of the invoice or the sales receipt.

  9. Click OK to add the costs you selected to the invoice.

See also

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