Getting Reimbursed for Client Expenses in Quickbooks

Aug 21, 2007 3 Replies
J

What is the best way to get reimbursed for client expenses using quickbooks?



I have an engineering sole proprietorship. I design things for my clients, and often times I have to buy physical items, then get reimbursed by my clients.



Before using quickbooks, I kept a list of invoices in Excel. I had a column for items I would get reimbursed for. So I would have an "income" column, and a "reimbursement" column. I would simply tell my tax guy to not count the "reimbursed" column, since the money just went through me - it wasn't income.



How could I do this in Quickbooks? I still need to invoice my clients to get reimbursed, but I don't know how to tell Quickbooks that those invoices are not income.



Any ideas?



Thanks!



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A

Are you recording the purchase of these items for your clients in QB?

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L

When you record the purchases in QB, include the appropriate customer:job in the invoice and put a checkmark in the "billable" column.

Then when you create the Invoice for this customer, you will be prompted to include the billable Time and costs on the invoice. Using this method keeps the invoice to the customer out of the income stream.

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J

Allan,

I have not yet been recording them (waiting to do one large invoice including many purchased parts that I will get reimbursed for), but I will now.

Laura,

Thank you very much. Your description is perfect. I see quickbooks has the "smarts" built in to handle my situation. It sounds like I will be able to record every credit card purchase I make. I will be able to indicate "Client A" on the credit card purchase, and make it "billable".

Thank you both so much. I got "quickbooks for dummies" but was unable to figure this out - possibly because I was searching for "reimburse" rather than "billable".

This is why I'm an engineer, and not an accountant!

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