If you have been tracking billable hours or expenses for a particular job, you can invoice your customer for your costs.
A check mark next to an item indicates that the cost will appear on the invoice or statement charge.
If you see this symbol in the Use column, it means that you have included the cost on the invoice, but you have not yet recorded the invoice.
Tip: If you know that you are NEVER going to invoice a 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.
QuickBooks fills in this field with the markup you set (choose QuickBooks > Preferences and click Sales & Invoicing). 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.
When you print the invoice, it shows one amount (the sum of all the expenses plus the 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.
The onscreen version of the invoice also shows the “Total reimbursable expenses” line item. In addition, it lists the individual expenses and amounts that make up the total.
When you view the invoice on your screen, you'll see a separate line for each cost; when you print the invoice, only the total for the entire group of costs appears.
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, you will not be able to print the costs separately.
If you see any job costs that should not be on the invoice, close the Print Preview window. On the invoice, select the cost and choose Edit > Delete Line.
Why you need to do this: You can use a job cost only once on an invoice. When you record the job cost on an invoice, QuickBooks automatically removes the cost from the Choose Billable Time and Costs window. This is a precaution against double billing your customer for the cost. The original record for the cost (timesheet, single activity entry, bill, check, or credit card charge) still remains in your financial records — it's just that you'll no longer see the cost listed in the Choose Billable Time and Costs window.
To reinstate a cost after you record the invoice, edit the original record of the cost. For time entries, click the Billable field and click OK to re-record the entry. For bills, checks, and credit card charges, change something on the form, change it back, and click OK. Doing this restores the cost to the Choose Billable Time and Costs window.