QuickBooks for Windows: Managing billable expenses

When using Bill.com's sync with QuickBooks for Windows, an expense line item on a bill can be tagged as billable in Bill.com, and it will sync to QuickBooks as an open billable expense. From there, a customer invoice can be created in QuickBooks, and then that open invoice will sync back to Bill.com.

The first thing to do to get this setup is turning on Use Customers/Jobs in Payables in Bill.com:

  1. Click the gear icon
  2. Under Accounting, click Preferences
  3. Click Edit
  4. Select Yes for Use Customers/Jobs in Payables
  5. Click Save

Now when creating new vendor bills, check the billable box for any line items to mark them as billable. When saved the bill will sync to QuickBooks as normal, but now the sync will also create the billable item.

Note: the sync will not create the actual invoice for the billable item. In QuickBooks, create the invoice from the billable item. Once the invoice is created in QuickBooks, it will sync back to Bill.com as normal, and can be processed as desired.

Things to know

For the Billable item to sync:

  • Jobs must be enabled
  • A valid customer is selected
  • The chart of account type is expense

If you do not see the described feature available in Bill.com, you may not have access to the feature based on permissions for your role and/or your plan does not have this feature. If you wish to get access to the feature, please review the available plans for Bill.com and upgrade accordingly or contact the Administrator of your Bill.com account. Changes in monthly user fees may apply.