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Xero and QuickBooks Online - Billable Expenses
Xero and QuickBooks Online - Billable Expenses

Publishing Invoices as Billable Expenses and adding Customers to invoices for Xero and QuickBooks Online

Brian Carolan avatar
Written by Brian Carolan
Updated over a week ago

When integrated with QuickBooks Online or Xero, you can add customers to invoices so the invoice becomes a billable expense for that customer (sometimes known as on-charging, on-billing, recharging or reimbursable). 

How to use billable expenses

To use billable expenses, simply check the box below on the Integrate page in AutoEntry (if the option is not there, disconnect and re-connect and this should then show).

You can then use the Billable Customer drop-down menu on the invoice to select the customer you wish to add to the invoice as the billable customer.

QuickBooks Online and Xero's Treatment of Billable Expenses

QuickBooks Online
QuickBooks Online adds the customer as the billable customer to the Bill: 

When a Sales invoice is created for that customer, you can select which expense is to be added to that invoice from the expenses panel to the right. The expenses panel appears automatically when there are expenses available to be billed.

In AutoEntry, there is also the option of fully billing the invoice/expense to the customer:

Checking it as billable will complete the process as above. Leaving it unchecked adds the expense to the customer without adding the charge to their account, essentially allowing project tracking per customer.

Xero marks the invoice automatically as a billable expense and adds the customer to be billed in the description field.

When a Sales invoice is created for that customer, simply click on the link for the available billable expenses and select the relevant expenses to be added to that invoice.

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