Record billable expenses

Billable expenses are expenses incurred on behalf of a customer. They do not appear on your Profit and Loss Statement, because they are not expenses of your business. Instead, they will reside temporarily on your Balance Sheet and be passed through to the customer by invoicing.

Enable the Billable Expenses tab

Enable the Billable Expenses tab by clicking Customize below the left navigation pane, ticking the Billable Expenses box, and clicking Update below the list:

Changes to your chart of accounts

When you enable the Billable Expenses tab, Manager automatically adds three new accounts to your chart of accounts:

These accounts can be renamed under Settings Chart of Accounts, but cannot be deleted while the tab is in use. You can assign them to Groups of your choosing and give them numerical Codes to control their positions on your Balance Sheet or Profit and Loss Statement.

Record a billable expense

Unlike most entries in Manager, you cannot record billable expenses directly under the Billable Expenses tab using a New Billable Expense button. Instead, billable expenses are recorded in one of these tabs:

  • Receipts & Payments
  • Expense Claims
  • Purchase Invoices

To enter a billable expense, post the applicable line item to the Billable expenses asset account, then select the customer to be billed later:

A customer must be defined under the Customers tab before a billable expense can be entered on its behalf.

Any payment, claim, or invoice line item categorized this way will appear as a disbursement under the Billable Expenses tab:

Any expense categorized this way will appear on the Balance Sheet in the Billable expenses asset account instead of inflating your expenses:

The amounts under Billable expenses can be cleared by two methods:

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