How to Enter Charges in a QuickBooks Billing Statement

Written by admin on March 11, 2013

In order to prepare a billing statement in QuickBooks® to send out to your customers, you must first enter charges. The charges are entered directly into each individual customer’s register. It is also possible to transfer expenses that are reimbursable to a QuickBooks billing statement. Simply follow the instructions below and if you have additional questions or run into any problems, call our QuickBooks ProAdvisor® in your area for help. Making sure your QuickBooks software has been setup correctly is critical to achieving accurate financial data. You do not want to send a client an inaccurate billing statement. If you are unsure about your setup or have any other QuickBooks questions, pick up the phone as we can quickly and cost effectively conduct a review and fix any errors we encounter, then train you on the correct procedures.

To enter charges in a QuickBooks billing statement:billing statements

1.)    Open the customer register for the appropriate client – CRITICAL TIP If your Customers and Jobs listing shows that the customer has more than one job, be sure and select the right job as your QuickBooks software maintains separate registers for every job.

2.)    Change the statement charge date (This is optional) – In a situation where you do not want a charge to show up on the next statement, you can postdate a charge to when you want the charge to appear. For example if you bill for annual membership fees on January 1st, change the date to Jan. 1. Also, if you plan to enter a charge that you failed to include on the customer’s previous statement, change the date to the current date or the charge will show as a balance that was forwarded. IMPORTANT TO NOTE: QuickBooks typically will include only charges that have been entered following the last billing statement date up through the current day. A postdated charge will not appear until you change the statement date range to include the charges.

3.)    Enter the item your company uses to track this type of charge and enter it into the Item field.

4.)    In the Qty field, enter the quantity

5.)    If you choose (this is optional) now is the time you can edit the QuickBooks description listed in the Description field. QuickBooks automatically fills in a sales description that was entered at the time you setup the item. It will also appear on a customer’s billing statement when printed. QuickBooks only pulls the text from the 1st paragraph of a description you entered upon setting up the item. If you want to change how it appears on a statement, edit text in the Description field in a Customer’s register. (You can also edit the description in the invoice Memo field).

6.)    In a situation where you have more than one Accounts Receivable account, from the drop down on the Account list, select the account you would like to use.

7.)    Assign a class (optional) to the sale.

8.)    Now click on the Record button to record your charge.

9.)    If there are additional charges you would like to enter:

  1. If the additional charges apply to your current job or customer, then continue to enter the charges in the register below the charge you have just entered.
  2. If the additional charges apply to another job or customer, then select the job or customer from the drop-down list at Customer: Job located at the top of the register then enter your charges.
  3. Now are you ready to create your billing statement.

We hope this tutorial has helped! If you still have additional questions, are interested in a QuickBooks review and cleanup, QuickBooks training or any other QuickBooks service, call NOW for a free initial consultation with a QuickBooks ProAdvisor in your area.