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How to Add Available Time/Costs to Invoices in QuickBooks QuickTip

Reimbursable Expenses and Billable Time Options in QuickBooks

QuickBooks gives you three options for invoicing customers for reimbursable expenses and billable time in the Add Available Time/Costs To Invoices For The Selected Job option. The first choice, Prompt For Time/Costs To Add tells QuickBooks to open a dialog that displays the current reimbursable expenses whenever you create an invoice or sales receipt for a customer with outstanding reimbursable costs. This is the option to select if you always (or almost always) collect reimbursable costs from customers. The second choice, Don’t Add Any, means that QuickBooks will prevent the automatic display of any dialogs about reimbursable expenses when you create a sales transaction. Choose this option if you rarely (or never) seek reimbursement from your customers. If you do want to collect reimbursable expenses during invoice creation you can click the Add Time/Costs button on the sales transaction form. The third option in this section is Ask What To Do, which tells QuickBooks to ask you what you want to do whenever you create a sales transaction for a customer with outstanding reimbursable costs. Depending on your selection in that dialog you can add the costs to the sales transaction or omit them. To tell QuickBooks which option best suits your company:

  1. Choose Edit | Preferences from the QuickBooks menu bar.
  2. Click the Sales & Customers icon on the left pane, and click the My Preferences tab.
  3. In the Add Available Time/Costs To Invoices For The Selected Job section, select the correct option by clicking the appropriate radio button.
  4. Click OK to save your setting.
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