QuickBooks Online – Billing Your Customers for Expenses

Many companies will incur expenses that they need to charge their customer for. In QuickBooks Online this is an easy task.

For example, an IT company has recently set up a new server at their client’s office. They purchased the server ahead of time and need to bill the customer for it.

When you enter vendor bills, make sure that you link the customer to the bill.


If you notice above, the server that was purchased from Computers by Jenni was purchased for Dukes Basketball Camp and will be billed to them.

Now that you’ve spent the money, you need to bill Dukes for the server. When you bill Dukes, an option will pop up that will remind you to bill them for the server you purchased. You add it to the invoice, change the amount if you need to and you’ve billed your customer for the charges you’ve incurred on their behalf.

But, what if you forget? There’s an easy way to make sure that you don’t forget to bill your customer for expenses you spent on their behalf. Run the “unbilled charges” report.

Go to Reports/All Reports/Review Sales/Unbilled Charges.
There you’ll see everyone that you need to bill include Dukes Basketball Camp for the server you bought them.

It’s that easy!

If you have any other questions regarding QuickBooks, QuickBooks Online, Xero or Sage50, send me an e-mail at dolores@f5accounting.com. If I think it’s something that will help other users, I’ll post the steps necessary.