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Billable Expenses

Use Billable Expenses to Keep Projects Profitable in QuickBooks Online

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If you ever find yourself covering costs for a client project—like picking up materials, hiring a subcontractor, or traveling for a job—those are expenses you’ll want to get reimbursed for. QuickBooks Online (QBO) has a handy feature that makes this simple: Billable Expenses.

Let’s walk through how it works and why it can help you stay on top of your client billing and project profitability.

What Are Billable Expenses?

Billable expenses are costs you incur on behalf of a client that you plan to charge back to them. Instead of trying to remember to add these costs later, QuickBooks lets you connect them directly to the client or job. When you’re ready to invoice, the system reminds you what you haven’t billed yet.

Examples include:

  • Supplies or materials for a client job
  • Payments to subcontractors
  • Mileage or travel costs related to a project

Tracking these properly ensures you get reimbursed and protects your bottom line.

How to Turn On Billable Expenses in QuickBooks Online

To enable this feature:

  • Click the Gear icon in the upper right
  • Choose Account and Settings
  • Select the Expenses tab
  • Under Bills and expenses, turn on Make expenses and items billable
  • (Optional) Set a default markup percentage
  • Click Save, then Done

Once it’s turned on, you’re ready to record and bill those expenses.

How to Record a Billable Expense

When you enter an expense:

  • Click + New, then choose Expense, Bill, or Check
  • Enter the vendor and details
  • Check the Billable box
  • Choose the customer or project
  • (Optional) Apply a markup

QuickBooks tracks it so you can invoice the client later.

Invoicing the Client for Billable Expenses

When you create an invoice for that customer, QBO will show you any billable expenses.

You can:

  • Add them with one click
  • Adjust the amounts or remove if needed
  • Include a note or description

This helps ensure you don’t miss a reimbursement.

Stay on Top of Unbilled Expenses

To track what hasn’t been invoiced:

  • Use the Unbilled Charges report
  • Run the Time Activities by Customer report (you can filter this report by billable – Y/N)

Both reports help monitor what’s outstanding and keep your records accurate.

A Few Tips to Consider

  • Link the client or job to the expense at the time of entry—don’t wait
  • Communicate clearly with clients about what you’ll bill for
  • Review reports monthly to catch anything you might have missed
  • Consider using classes or locations for extra tracking if needed

Final Thought

Billable Expenses in QuickBooks Online may seem like a small detail, but it can make a big difference in how accurately you invoice clients and how clearly you see your project profitability. With just a few steps, you can create a cleaner workflow, capture every reimbursable dollar, and run your business with greater confidence and clarity.

Get Paid Back: How to Track Reimbursable Expenses in QuickBooks Online

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If you ever cover costs upfront for a client, whether it’s buying materials, paying a subcontractor, or driving to a job site. In that case, those are reimbursable expenses, and you need to get that money back. QuickBooks Online (QBO) makes this simple with a built-in feature called Billable Expenses.

Here’s how to use it, and why it matters for keeping your projects profitable.

What Are Reimbursable (Billable) Expenses?

Reimbursable or billable expenses are costs you incur on behalf of a client that you plan to invoice back to them. Instead of keeping a mental list or chasing down spreadsheets later, QBO allows you to link those costs to a specific customer or project right at the time of entry.

Some common reimbursable expenses include:

  • Materials or supplies purchased for a client job
  • Payments to subcontractors doing work for a client
  • Mileage, lodging, or meals tied to a specific client visit or project

Capturing these accurately means:

  • You get paid back
  • Your profit margins stay healthy
  • You don’t leave money on the table

Step 1: Turn On Billable Expenses in QBO

Before you can track these expenses, make sure the feature is enabled:

  • Click the Gear icon in the top right
  • Select Account and Settings
  • Go to the Expenses tab
  • In the Bills and Expenses section, toggle Make expenses and items billable to ON
  • (Optional) Set a default markup percentage if you add a service fee
  • Click Save, then Done

Step 2: Record a Reimbursable Expense

When you pay for something on behalf of a client, here’s how to enter it:

  • Click + New, then choose Expense, Bill, or Check
  • Enter the vendor and details as usual
  • Check the Billable box
  • Select the correct Customer or Project
  • (Optional) Enter a markup percentage

Tip: Be specific in your memo or description field—it makes invoicing smoother and clearer for the client.

Step 3: Invoice the Client for That Expense

When you’re ready to bill the client:

  • Click + New, then Invoice
  • Choose the customer or project
  • QBO will prompt you to Add Billable Expenses
  • Review the items, adjust if needed, and click Add to include them

You can choose whether or not to show the full detail to your client and even add a custom note if needed.

Stay Organized with These Reports

To avoid missing billable items, use these helpful reports regularly:

  • Unbilled Charges Report – Shows costs tied to clients that haven’t been invoiced yet
  • Time Activities by Customer Detail – Great if you track time and need to see what’s billable
  • Profit and Loss by Customer – Helps you see where reimbursables fit into your overall income

A Few Tips for Better Reimbursable Tracking

  • Tag the customer at the time of entry  – don’t leave it for later
  • Be clear in your client agreements about what you’ll charge for
  • Review monthly to catch anything unbilled
  • Use Projects or Classes for more advanced tracking if needed

Final Thought

Tracking reimbursable expenses in QuickBooks Online might seem like a small detail, but it’s one of the easiest ways to protect your bottom line. With a few simple steps and consistent habits, you can bill with confidence, stay on top of client-related costs, and get paid for every dollar you spend on their behalf.

It’s your money, so make sure it comes back to you.