How do I identify and charge reimbursable expenses?
If you pay for materials, travel, or other costs while working on a customer's project, those are reimbursable expenses—costs you can charge back to the customer. Accurately tracking and billing these expenses ensures your business stays profitable and your records remain complete.
Quicken lets you flag these transactions when you enter them so you don’t lose track of what you’ve spent. Later, when you create an invoice, you can pull those flagged transactions into the invoice automatically. This two-step process keeps your customer billing organized and helps prevent missed reimbursements.
Billing for reimbursable expenses is a two-step process:
You identify the expenses as reimbursable when you enter them in Quicken.
When you create an invoice, you choose from a list of expenses that haven’t yet been invoiced and add the appropriate charges.
Identify reimbursable expenses
To mark an expense as reimbursable:
In the appropriate bank, credit card, or bills account register, locate the new transaction row and enter the expense as usual.
Click in the Exp column to mark the transaction as reimbursable. Quicken displays an E to indicate that the expense will be billed to a customer.
In the Memo field, enter a description of the expense. Quicken uses this as the description on the invoice (if your invoice template supports it).
If you don't see the Exp column
You can enable the Exp column if it’s not currently visible in your register.
Click the ⚙ gear icon in the upper-right corner of the register.
Select Register Columns from the menu.
In the list, check the box next to Expensed.
Click Done.
The Exp column will now appear in the register.
Note: When you're ready to invoice the customer, you’ll be able to select from a list of reimbursable expenses that haven’t yet been invoiced.
Charge reimbursable expenses
To add reimbursable expenses to an invoice:
Click the Business tab.
Click Business Actions, then choose Invoices and Estimates > Create Invoice.
Fill in the customer information.
Click Expenses.
The Choose Reimbursable Expenses dialog opens, showing all transactions marked with E that haven’t yet been used on an invoice.
In the Use column, select the expenses you want to include on the invoice.
In the Hide column, select items you don’t want to see in future invoice windows.
Note: Only use Hide if you're certain you won't bill the item later. Hidden items remain unchanged in the register. To restore a hidden item, go to the transaction and click twice in the E field—once to clear it, and once to reapply it.
(Optional) Select Print selected expenses as one invoice item to group all selected expenses into one line item. The amount shown will be the total of all selected expenses.
(Optional) If any items are taxable, check Selected expenses are taxable. Quicken will apply the same sales tax rate used on the invoice.
Click OK.
Complete the invoice and click Save and Done.
The next time you create an invoice, any expenses included on the previous invoice will no longer appear in the Choose Reimbursable Expenses dialog.If you pay for materials, travel, or other costs while working on a customer's project, those are reimbursable expenses—costs you can charge back to the customer. Accurately tracking and billing these expenses ensures your business stays profitable and your records remain complete.
Quicken lets you flag these transactions when you enter them so you don’t lose track of what you’ve spent. Later, when you create an invoice, you can pull those flagged transactions into the invoice automatically. This two-step process keeps your customer billing organized and helps prevent missed reimbursements.
Billing for reimbursable expenses is a two-step process:
You identify the expenses as reimbursable when you enter them in Quicken.
When you create an invoice, you choose from a list of expenses that haven’t yet been invoiced and add the appropriate charges.
Identify reimbursable expenses
To mark an expense as reimbursable:
In the appropriate bank, credit card, or bills account register, locate the new transaction row and enter the expense as usual.
Click in the Exp column to mark the transaction as reimbursable. Quicken displays an E to indicate that the expense will be billed to a customer.
In the Memo field, enter a description of the expense. Quicken uses this as the description on the invoice (if your invoice template supports it).
If you don't see the Exp column
You can enable the Exp column if it’s not currently visible in your register.
Click the ⚙ gear icon in the upper-right corner of the register.
Select Register Columns from the menu.
In the list, check the box next to Expensed.
Click Done.
The Exp column will now appear in the register.
Note: When you're ready to invoice the customer, you’ll be able to select from a list of reimbursable expenses that haven’t yet been invoiced.
Charge reimbursable expenses
To add reimbursable expenses to an invoice:
Click the Business tab.
Click Business Actions, then choose Invoices and Estimates > Create Invoice.
Fill in the customer information.
Click Expenses.
The Choose Reimbursable Expenses dialog opens, showing all transactions marked with E that haven’t yet been used on an invoice.
In the Use column, select the expenses you want to include on the invoice.
In the Hide column, select items you don’t want to see in future invoice windows.
Note: Only use Hide if you're certain you won't bill the item later. Hidden items remain unchanged in the register. To restore a hidden item, go to the transaction and click twice in the E field—once to clear it, and once to reapply it.
(Optional) Select Print selected expenses as one invoice item to group all selected expenses into one line item. The amount shown will be the total of all selected expenses.
(Optional) If any items are taxable, check Selected expenses are taxable. Quicken will apply the same sales tax rate used on the invoice.
Click OK.
Complete the invoice and click Save and Done.
The next time you create an invoice, any expenses included on the previous invoice will no longer appear in the Choose Reimbursable Expenses dialog.