Sometimes, after recording an expense as billable to a customer or client (in other words, it’s a reimbursable expense), you need to change it to an expense for which you won’t seek reimbursement. More technically, this is called resetting the billable status flag.
For more information on handling reimbursable expenses, see our related articles on enabling automatically invoicing customers for reimbursable expenses, what distinguishes a reimbursable expense from other expenses, how to invoice a customer for reimbursable expenses, and finding out which reimbursable expenses haven’t been billed to a customer.
There are 2 basic methods to accomplish this:
- Re-visit the transaction screen where you first recorded the expense and remove the checkmark from the Billable? field
- Use the Hide field to change the billable status of the expense
If you’ve already created a reimbursable expense, you’re familiar with this process, so we’ll omit the discussion of the first method because it involves simply reversing what you previously did.
For the second method, click on the Customers->Invoice for Time & Expenses menu selection. Select the Customer:Job to whom the reimbursable expense was first assigned. Be sure to check the setting Let me select specific billables for this Customer:Job so that you can change the billable status on individual expenses. Then, click the Create Invoice button.
The Create Invoices window will open along with the Choose Billable Time and Costs window. In this latter window, select the tab that contains the expense you do not want to bill to the customer. Next, select the individual expenses whose billable status you’d like to change and place a checkmark in the Hide column for each such expense. Click Ok to close the Choose Billable Time and Costs window.
You can change the billable status of some expenses at the same time you are invoicing for others. If you were simply changing the billable status and not invoicing for any expenses, you can close the Create Invoices window without saving your work. Otherwise, process the invoice as you normally would.
Changing the billable status of an expense does not remove the expense from your accounting records. The expense will continue to be associated with the specified Customer:Job for job profitability analysis. It simply will no longer be flagged as an expense that is waiting to be billed to a customer or client.