Include Billable Time on a QuickBooks 2013 Invoice

To add billable time and cost to an invoice in QuickBooks 2013, create the invoice in the usual way. After you identify the customer (and if you’ve entered time for the customer), and if you’ve been tracking time or costs for the customer, QuickBooks will ask if you want to bill for any of the time or costs using a message box.

If you indicate “yes,” QuickBooks displays the Choose Billable Time and Costs dialog box.

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The Time tab of the Choose Billable Time and Costs dialog box shows each of the times that you’ve recorded for a customer. To add these times to the invoice, click the Use column for the time. (This is the left-most column and shows a check mark.) Or, if you want to select all the times, click the Select All button. Then click OK. QuickBooks then adds each of these billable times as lines to the invoice.

Here is how billable time information appears on the Create Invoices window.

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You can click the Items, Expenses, or Mileage tabs to see lists of the items, out-of-pocket expenses, or business miles incurred on behalf of a customer. You add charges to an invoice for these sorts of things in the same way as you add charges for time. You can even apply a markup to your out-of-pocket expenses.

You can record and then bill for miles you incur on behalf of customers by using the Company→Enter Vehicle Mileage command. (When you choose the Enter Vehicle Mileage command, use the dialog box QuickBooks displays to log the miles covered and identify the customer.

By the way, if you want to return to the Choose Billable Time and Costs dialog box and you’re viewing the Create Invoices window, click the Add Time/Costs button. The Add Time/Costs button appears in the lower-right corner of the Create Invoices window.

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