want to know how to add reimbursable expense (customer pays cost) on customer invoice.AI shows as below but i dont see "settings" or "add to customer". so please help me. QuickBooks allows you to associate customer payments with specific transactions. If you need to record a customer's payment that doesn't relate to your typical revenue stream (e.g., they're reimbursing you for an expense you paid on their behalf), you can use the "Billable Expenses" feature. Here's how to record a customer payment separately from your revenue in QuickBooks, by recording it as a billable expense that the customer will reimburse: 1. Enable Billable Expense Tracking: Go to Settings and select Account and settings.Navigate to the Expenses tab.In the Bills and expenses section, click the Edit icon.Turn on the following options:Show Items table on expense and purchase forms.Track expenses and items by customer.Make expenses and items billable.(Optional) Configure additional settings like Markup rate, Billable expense tracking, and Sales tax charge.Select Save. 2. Enter the Billable Expense: Click the + New button.Choose the appropriate transaction type (e.g., Bill, Expense, or Check) that reflects how you initially paid for the expense.Select the payee (the vendor you paid).In the Category column, select the relevant expense account.Enter the description and amount of the expense.Check the Billable checkbox.In the Customer column, select the customer who will reimburse you for this expense.(Optional) Adjust the markup percentage or apply sales tax if needed.Click Save and close. 3. Add Billable Expenses to an Invoice: Create a new invoice for the customer.Select the customer in the Customer dropdown menu.An Add to invoice window will appear, listing the billable expenses associated with this customer.Select Add on the billable expense you want to include on the invoice.The expense will be added as a line item on the invoice, indicating the customer owes you for this expense.Click Save and close.

The Settings or add to customer option you intend to follow is for QuickBooks Online, mihosakai1024. To add a reimbursable expense to a customer invoice in QuickBooks Desktop, we need to enable the Mark all expenses as billable option to determine if any expenses you record will automatically be marked as billable: Launch QuickBooks Desktop.Click on the Edit menu, then hover over Preferences.In the Preferences window, scroll down and select Time & Expenses.Click on the Company Preferences tab.In the Invoicing Options section, check the box next to Mark all expenses as billable.Click OK to save your changes. When entering expense, creating a bill, check, or other expense transaction, ensure the "Billable" checkbox is selected and the customer is specified. For time and mileage, if you track time or mileage, make sure those are marked as billable and associated with the correct customer or project. To create a bill: From the QuickBooks Desktop homepage, go to the Vendor menu and select Enter Bills.In the Enter Bills window, choose the specific Vendor from whom you received the billed cost.Input the Amount and ensure that you enter the Customer:Job in the appropriate column. The Billable box will auto-check once you add the customer.Click Save & Close to confirm and save the bill. Lastly, add the billable expenses to an invoice, ensure the expense is marked as billable with the correct customer and QuickBooks will prompt you to add the billable expenses: Go to the Customers menu and select Create Invoices.In the Create Invoices window, choose the customer (the same one you selected when entering the bill) from the Customer:Job dropdown.A prompt will appear asking if you want to Select the outstanding billable time and costs to add to this invoice.Click OK to proceed. You will see the billable expenses available to add to the invoice.Review and finalize your invoice details, then click Save & Close to save the invoice. You can check this article for more details on recording an Invoice payment in QuickBooks Desktop: Record an invoice payment. Let us know if you have further questions about QuickBooks and managing invoices. We always have your back.

M

mihosakai1024

Question

how to record billed cost in invoice

Forum|Forum|1 year ago
July 4, 2025
1 reply
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want to know how to add reimbursable expense (customer pays cost) on customer invoice.

AI shows as below but i dont see "settings" or "add to customer". so please help me.

QuickBooks allows you to associate customer payments with specific transactions. If you need to record a customer's payment that doesn't relate to your typical revenue stream (e.g., they're reimbursing you for an expense you paid on their behalf), you can use the "Billable Expenses" feature.

Here's how to record a customer payment separately from your revenue in QuickBooks, by recording it as a billable expense that the customer will reimburse:

1. Enable Billable Expense Tracking:

Go to Settings and select Account and settings.
Navigate to the Expenses tab.
In the Bills and expenses section, click the Edit icon.
Turn on the following options:
- Show Items table on expense and purchase forms.
- Track expenses and items by customer.
- Make expenses and items billable.
(Optional) Configure additional settings like Markup rate, Billable expense tracking, and Sales tax charge.
Select Save.

2. Enter the Billable Expense:

Click the + New button.
Choose the appropriate transaction type (e.g., Bill, Expense, or Check) that reflects how you initially paid for the expense.
Select the payee (the vendor you paid).
In the Category column, select the relevant expense account.
Enter the description and amount of the expense.
Check the Billable checkbox.
In the Customer column, select the customer who will reimburse you for this expense.
(Optional) Adjust the markup percentage or apply sales tax if needed.
Click Save and close.

3. Add Billable Expenses to an Invoice:

Create a new invoice for the customer.
Select the customer in the Customer dropdown menu.
An Add to invoice window will appear, listing the billable expenses associated with this customer.
Select Add on the billable expense you want to include on the invoice.
The expense will be added as a line item on the invoice, indicating the customer owes you for this expense.
Click Save and close.

QuickBooks Desktop

H

Heide DC

The Settings or add to customer option you intend to follow is for QuickBooks Online, mihosakai1024.

To add a reimbursable expense to a customer invoice in QuickBooks Desktop, we need to enable the Mark all expenses as billable option to determine if any expenses you record will automatically be marked as billable:

Launch QuickBooks Desktop.
Click on the Edit menu, then hover over Preferences.
In the Preferences window, scroll down and select Time & Expenses.
Click on the Company Preferences tab.
In the Invoicing Options section, check the box next to Mark all expenses as billable.
Click OK to save your changes.

When entering expense, creating a bill, check, or other expense transaction, ensure the "Billable" checkbox is selected and the customer is specified.

For time and mileage, if you track time or mileage, make sure those are marked as billable and associated with the correct customer or project.

To create a bill:

From the QuickBooks Desktop homepage, go to the Vendor menu and select Enter Bills.
In the Enter Bills window, choose the specific Vendor from whom you received the billed cost.
Input the Amount and ensure that you enter the Customer:Job in the appropriate column. The Billable box will auto-check once you add the customer.
Click Save & Close to confirm and save the bill.

Lastly, add the billable expenses to an invoice, ensure the expense is marked as billable with the correct customer and QuickBooks will prompt you to add the billable expenses:

Go to the Customers menu and select Create Invoices.
In the Create Invoices window, choose the customer (the same one you selected when entering the bill) from the Customer:Job dropdown.
A prompt will appear asking if you want to Select the outstanding billable time and costs to add to this invoice.
Click OK to proceed. You will see the billable expenses available to add to the invoice.
Review and finalize your invoice details, then click Save & Close to save the invoice.

You can check this article for more details on recording an Invoice payment in QuickBooks Desktop: Record an invoice payment.

Let us know if you have further questions about QuickBooks and managing invoices. We always have your back.

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