QuickBooks for Mac 2014 User’s Guide 119
Invoicing for actual costs
If you have been tracking billable hours or expenses for a particular job, you can invoice your customer for your
costs.
To invoice for actual costs:
1 Choose Customers > Create Invoices.
2 Choose the name of the job from the Customer:Job list.
3 Click Time/Costs at the top of the window.
4 Click the tab for the kind of cost you want to include on the invoice.
o Items: Items you purchased for this job. These include inventory parts, non-inventory parts,
subcontracted services, and other charge items.
o Mileage: Mileage you’ve entered and assigned to this job.
o Expenses: Other costs and expenses you incurred for this job.
o Time: Time billable to this job.
5 In the Use column, click next to each cost you want to include on the invoice. A check mark next to an
item indicates that the cost will appear on the invoice or statement charge.
If you see this symbol in the Use column, it means that you have included the cost on the invoice,
but you have not yet recorded the invoice.
o Items: For inventory parts, resale non-inventory parts, subcontracted services, and reimbursable
other charge items, QuickBooks uses your sales price, not your purchase cost. If you want, you can
change the price on the invoice.
o Time: QuickBooks uses the hourly rate for the service item you assigned to the task. If you want,
you can change the rate on the invoice.
6 If a particular item is an overhead cost that you are not going to pass on to the customer, make sure
that no check mark appears next to that cost in the Use column. Tip: If you know that you are NEVER
going to invoice a customer for a cost, you can remove the cost so that it no longer appears in the list.
Use a bill, check, or credit card charge to record the expenses. On the
Expenses tab, enter each expense. In the Customer:Job column, be sure to
assign each expense to the customer (or if you're tracking by job, to the job
you are doing for the customer). To find out how to enter job-related
expenses, see the sections on entering bills, checks, and credit card charges.
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