How to Include Billable Time on an Invoice in QuickBooks - dummies

How to Include Billable Time on an Invoice in QuickBooks

By Stephen L. Nelson

To add billable time and cost to an invoice in QuickBooks, 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 costs for the customer, QuickBooks displays a message box asking whether you want to bill for any of the time or costs.

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


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. (The Use column is the leftmost column, displaying a check mark.) Or, if you want to select all the times, click the Select All button. Then click OK.

QuickBooks adds each of these billable times to the invoice as separate lines. The following figure shows how billable time information appears in the Create Invoices window.


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 that you add charges for time. You can even apply a markup to your out-of-pocket expenses.

You can record out-of-pocket expenses that you want to charge to customers. And you can record and then bill for miles you incur on behalf of customers by choosing 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, which appears at the top of the Create Invoices window.