Add billable costs to an invoice
Put bill and check lines marked billable to a customer on their invoice, with an optional markup, so each cost is billed once.
- Who can do this
- Owners, or people with Create invoices and View bills or View checks
- Where
- Sales, then Invoices
- You'll need
- Bill or check lines marked billable to the customer, on posted bills or checks
On this page
Add the costs
- Open Sales, then Invoices, and select New invoice, or open a draft invoice to edit it.
- Choose the customer. When they have costs to bill, the card under the customer shows how many, followed by Add to this invoice.
- Select that link. Add billable costs opens with every cost you can add ticked.
- Untick any cost you don't want to bill now.
- Enter Markup, % to add a markup to each cost's rate, or leave it at the default.
- Choose Account for these lines.
- Under On the invoice, choose Each cost on its own line or One line for all of them.
- Select Add lines. The button counts the lines it adds.
- Save the invoice.
Each cost on its own line names each line after the cost, with the vendor and date. One line for all of them adds one line called "Reimbursable costs" for the total; the separate costs stay in QixCount and don't print on the customer's copy. The lines take the invoice's sales tax rule like any other line, and you can change their tax, rate or wording after adding them.
Which costs show
The panel lists lines marked billable to this customer from posted bills and posted checks. Draft bills, void bills, void checks and checks still waiting to print don't show. Bill lines show only to people with View bills, and check lines only to people with View checks. People with neither don't see the count or the panel.
Costs in another currency than the invoice, or already on a draft invoice, are listed with the reason and can't be ticked.
Each cost is billed once
Saving the invoice ties each cost to the line that bills it. While it is on an invoice, the cost no longer shows for that customer, and another invoice that tries to bill it is refused. The cost becomes billable again when you remove its line and save, delete the draft, or void the invoice.
Set the starting account and markup
People with Manage business settings, roles & permissions open Settings, select Documents, then Invoice. Under Billable costs, choose a Reimbursed costs account and enter a Default markup, %. The markup starts at 0, so costs are billed at what you paid. With no account chosen, the lines use the default revenue account.
Mark a cost billable
- On a check, open Billable and customer under a line, tick Billable to a customer and choose the Customer. See Write a check.
- On a draft bill you are editing, open Billable and customer under a line, tick Billable and choose the Customer.
Next, attach files to the invoice or create an invoice.