Including reimbursable expenses on a statement

If you have been tracking billable expenses or hours for a particular job, you can include those costs on a billing statement. To include the costs, you click the Time/Costs button in the customer's register.

How to track hours and costs

To include reimbursable expenses on a billing statement:

  1. Open the appropriate customer register.
    • Display the Customer:Job list. Select the customer or job that the statement charges apply to, and then choose Use Register from the Action pop-up menu ( image).

      or

    • Choose Customers > Enter Statement Charges. In the register window, check the name shown in the Customer:Job field. If the charges are for a different customer or job, choose the customer or job from the list.

    Important: If the Customer:Job 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 to date the statement charges it creates for the costs you select.
    Click... To do this
    Dates from
    table below
    Use the original date of each cost. 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. When you print a statement, QuickBooks normally includes only charges dated AFTER the date of the last statement to the customer.
    This date 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.
  4. Click the tab for the kind of reimbursable cost you want to charge your customer for.
    Click... To bill for
    Items Items you purchased for this job.
    Expenses Other costs and expenses you incurred for this job.
    Time Time billable to this job.
  5. In the Use column, click next to each cost you want to create a statement charge for. A check mark next to an item indicates that the cost will appear on the invoice or statement charge.
    Tab name How costs are calculated
    Items For inventory parts, resale non-inventory parts, subcontracted services, and reimbursable other charge items, QuickBooks uses your sales price, not your purchase cost. If you want, you can change the price on the statement.
    Time QuickBooks uses the hourly rate for the service item you assigned to the task. If you want, you can change the rate on the invoice.
  6. If a particular item is an overhead cost that you are not going to pass on to the customer, make sure that no check mark appears next to that cost in the Use column.

    Tip: 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. Click 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.