Unbilled expenses can clutter your QuickBooks records and slow down invoice loading. This article provides a comprehensive guide on how to effectively remove unbilled expenses, ensuring accurate and efficient bookkeeping.
Key Facts
- Open QuickBooks and go to the “Customers & Leads” section in the menu.
- Look for the tracker at the top of the page that highlights your customers’ invoice activity, including paid, unpaid, overdue, and unbilled expenses in the last 365 days.
- If you have a low number of unbilled activities, you can manually go into each unbilled activity and deselect the “billable” box.
- If you have a high number of unbilled activities, it would be more time-efficient to use a bulk clean-up method. To do this, go to the following URL: https://app.qbo.intuit.com/app/managebillableexpense.
- A page titled “Hide Unbilled Expenses” will appear. Enter a date, and QuickBooks will mark all unbilled expenses created prior to that date as closed.
- Confirm that you want to proceed with this action, as it cannot be automatically reversed without manual work.
- After entering the date and saving, go back to the “Customers & Leads” page. You should see an instant update to the quantity of unbilled expenses.
- It’s important to note that this clean-up process will not affect your reporting.
Identifying Unbilled Expenses
- Navigate to the “Customers & Leads” section in QuickBooks.
- Locate the tracker at the top of the page that displays invoice activity, including unbilled expenses within the last 365 days.
Manual Removal
For a small number of unbilled activities, you can manually deselect the “billable” box for each activity.
Bulk Cleanup Method
For a large number of unbilled activities, consider using the bulk cleanup method:
- Visit the following URL: https://app.qbo.intuit.com/app/managebillableexpense.
- On the “Hide Unbilled Expenses” page, enter a date. QuickBooks will mark all unbilled expenses prior to that date as closed.
- Confirm the action and click “Save.”
Post-Cleanup Verification
After the cleanup process, return to the “Customers & Leads” page to verify the updated number of unbilled expenses.
Additional Notes
- This cleanup method does not affect reporting.
- It does not apply to time charge activities.
- To remove time charge expenses from unbilled activities, create an invoice with a $0 balance due and change the time charge rate to 0. Save and close the invoice to remove it from unbilled activities.
Sources
- QuickBooks How To: Bulk Clean-Up of Unbilled Expenses | Skynar Bookkeeping
- How do I change expenses to not billable
- Delete Unbilled Time or Cost Inside QuickBooks
FAQs
How do I identify unbilled expenses in QuickBooks?
Navigate to the “Customers & Leads” section and check the tracker at the top of the page for unbilled expenses within the last 365 days.
Can I manually remove unbilled expenses?
Yes, for a small number of activities, you can manually deselect the “billable” box for each activity.
How do I bulk remove unbilled expenses?
Visit https://app.qbo.intuit.com/app/managebillableexpense, enter a date, and click “Save” to mark all unbilled expenses prior to that date as closed.
Does the bulk cleanup method affect reporting?
No, the cleanup method does not affect reporting.
Can I remove time charge expenses from unbilled activities?
Yes, create an invoice with a $0 balance due and change the time charge rate to 0. Save and close the invoice to remove it from unbilled activities.
What happens if I accidentally remove an unbilled expense that should have been billed?
You can manually recreate the expense and mark it as billable.
Can I reverse the bulk cleanup process?
No, the bulk cleanup process cannot be automatically reversed. You would need to manually add back any expenses that were incorrectly removed.
Is there a limit to the number of unbilled expenses I can remove at once using the bulk cleanup method?
No, there is no limit to the number of unbilled expenses you can remove using the bulk cleanup method.