QuickBooks Desktop: Manage billable expenses

When using Key CashFlow℠'s sync with QuickBooks Desktop, an expense line item on a bill can be tagged as billable in Key CashFlow, and it will sync to QuickBooks as an open billable expense. From there, a customer invoice can be created in QuickBooks, and then that open invoice will sync back to Key CashFlow.

The first thing to do to get this setup is turning on Use Customers/Jobs in Payables in Key CashFlow:

  1. Select Settings
  2. Select Preferences under Accounting
  3. Select the Edit icon
  4. Select Yes for Use Customers/Jobs in Payables
  5. Select Save

Now when creating new vendor bills, check the billable box for any line items to mark them as billable. When saved the bill will sync to QuickBooks as normal, but now the sync will also create the billable item.

Note: the sync will not create the actual invoice for the billable item. In QuickBooks, create the invoice from the billable item. Once the invoice is created in QuickBooks, it will sync back to Key CashFlow as normal, and can be processed as desired.

Things to know

For the Billable item to sync:

  • Jobs must be enabled
  • A valid customer is selected
  • The chart of account type is expense