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Include reimbursable expenses on a billing statement

If you have been tracking billable expenses or hours for a particular job, you can include those costs on a billing statement.

These instructions describe how to transfer previously recorded costs to the register. If what you want to do is enter new charges directly in the register, see entering charges for billing statements.

To do this task

  1. Open the appropriate customer register:

    1. Click Customer Center.

    2. Click the Customers & Jobs tab.

    3. Select the customer or job that the statement charges apply to.

    4. Right-click and then click Use Register.

    Important: If the Customers & Jobs list shows more than one job for the customer, be sure to select the correct job. QuickBooks maintains a separate register for each job.

  2. In the customer register, click Time/Costs.

  3. Indicate how you want QuickBooks to date the statement charges it creates for the costs you select.

    Click Dates from tables below to use the original date of each cost. When you print a statement, QuickBooks normally includes only charges dated after the date of the last statement to the customer. If the dates occurred before the date of the last statement you sent to your customer, you may want to use the "This date" option instead. Otherwise, the charges will not appear on your statements.

    Click This date to use the date shown in the This Date field. Normally QuickBooks shows today's date in the field, but you can change the date to a different date if you want. If you plan to include these costs on your next statements, select a date within that billing period.

  4. Click the tab for the kind of reimbursable cost you want to charge your customer for:

    • Click Items to bill for items you purchased for this job.

    • Click Expenses to bill for other costs and expenses you incurred for this job.

    • Click Time to bill for time billable to this job.

  5. In the Checkmark column, click to put a checkmark next to each cost you want to create a statement charge for, or click Select All to create a charge for all costs on that tab.

    Note: If a particular item is an overhead cost that you are not going to pass on to the customer, make sure that no checkmark appears next to that cost.

    If you know that you are never going to bill your customer for a cost, you can remove the cost so that it no longer appears in the list. Simply click in the Hide column next to the cost. Hiding the cost won't remove its association with the job—you'll still see the cost along with other job-related expenses on job reports.

  6. If you have other kinds of costs to charge for, click the appropriate tab and repeat Step 5.

  7. Click OK to add the statement charges to the register.

See also

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