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How do I bill certain expenses to my customers?

When you have billable expenses, ZipBooks makes it easy to add them to a customer’s invoice, so you’re sure to keep track of every penny you’re owed. When you set up a Recurring Invoice, unbilled time and expenses are automatically imported.

Here’s how to add billable expenses to regular invoices:

  1. Sign in to ZipBooks and click on Transactions at the top of your screen.
  2. Scroll down until you find the transaction you’re looking for, or filter your list to find it more quickly.
  3. Click on the transaction and click the gray Edit or Split button. The Edit Transaction window will appear.
  4. In the Pass-through to Customer field type in the customer you need to bill this expense to. 
  5. Click the blue Done button.
  6. Click the blue Save button.

Now, right from your transaction list, you’ll see that this transaction has been marked as a billable expense, and who you billed it to.

To pull this expense onto your customer’s invoice:

  1. Click on Invoices at the top of the screen.
  2. Find that customer’s current invoice in the list and click on it, or create a new invoice.
  3. Click the gray Edit button at the top of the invoice (if it’s an existing invoice).
  4. Click on the Import unbilled time/expenses to invoice button. (This button will only appear if ZipBooks sees that this customer has time entries or expenses assigned to them.) 
  5. Make sure the Include Unbilled Expenses box is checked.
  6. Click the blue Add Line Items Now button.

The expense you marked as billable will now show up on this invoice.

 

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