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E
e_hatfield
August 29, 2025
Question

markup individual reimburseable expenses on invoices

  • August 29, 2025
  • 1 reply
  • 3 views

I'm currently using multi-user desktop QB for Mac because of a singe issue-- the markup on reimbursable expenses being visible on invoices. Currently, I have a work around template in the desktop version. I would love, love love to migrate over the QB online if only I could have each line of reimbursed expenses automatically calculate the markup. I see in various forums that there are two options in online QB as relates to markup:

1. list a reimbursed group as one lump sum/ subtotal with the markup included (wherein customer doesn't see the markup as a separate line item, but also there's no break down of costs).

2. list markup as a separate line item at the bottom of the reimbursed expenses group. 

I'd like to maintain the breakdown of the reimbursed expenses along with the hidden markup. Does that exist? I work on a mac, which shouldn't matter in regards to QB online.

1 reply

J
Jessavell_AQuickBooks Team
QuickBooks Team
August 29, 2025

It's good to see you enhancing your accounting process by transitioning to an online platform, @e_hatfield.

 

Once you migrate from QuickBooks Desktop (QBDT) for Mac to QuickBooks Online (QBO), your billable expenses will automatically transfer over as billable expenses in the Online version. You can read this article to learn more about which features and data will transfer and which will not: Learn how features and data transfer from QuickBooks Desktop to QuickBooks Online.

 

After your migration, you'll have to enable the markup feature in QBO. This way, when you convert the billable expenses into an invoice, the markup will be automatically calculated.

 

Here's how to enable the markup feature:

 

1. Click the Gear icon in the upper right corner.

2. Select Account and settings.

3. In the Expenses tab, check the box for Markup with a default rate of from the Bills and expenses section and enter a percentage.

4. Click Save.

 

Once enabled, the markup will appear as a line item on your QuickBooks invoice, but it will be hidden when you send it to your customer or print it.

 

Please note that the billable expense feature is exclusive to QBO Plus and Advanced subscriptions. For more information about this, you can refer to this article: Enter billable expenses.

 

If you have any additional questions, please don't hesitate to reply below.

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