Different Statuses and Stages of the Charges
Statuses
A Charge can be set as Billable or Not Billable. When a Charge is set as Billable it means that you intend to bill the customer with this charge. The default billing status for Charges is determined by the type of contract under which the Charge is created, as follows:
1. All new Charges that are linked to "System" or "Global" Contracts are Billable.
2. All new Labor Charges that are linked to "Block of Time" contracts are Not Billable, while Expenses and Parts charges are Billable.
3. All new Charges that are linked to "Block of Tickets" or "Block of Money" contracts are not Billable.
A Charge's status must be Billable in order for it to be billed to a customer.
The image above shows a Charge that is Not Billable. You can tell if a Charge is Billable or Not Billable by looking at the Billable checkbox in the bottom right-hand corner. If the checkbox is checked, the Charge is Billable; if it is unchecked, the Charge is Not Billable. Since the above Charge is Not Billable, it can be included in invoices as a not-billable line. thus displaying a zero billable total amount. Not-billable charges do not affect the invoice total.
The above image shows the same Charge with the Billable checkbox now checked. By checking the Billable checkbox, this Charge becomes Billable, and can be included in invoices as a billable line which will effect the invoice total and can be marked manually as billed.
Stages
Billable charges have 2 possible stages:
Stage 1: Not Billed – A Not Billed Charge has not been charged to a customer yet. The details of Not Billed Charges can be modified.
Once the Charge has been billed to a customer, you should mark it as billed by selecting the relevant Charge and click on Mark as Billed.
Note: Billable Charges that have been included in invoices are automatically marked as Billed when the invoice is created.
Stage 2: Billed – A Billed Charge has been charged to a customer. The details for a Billed Charge cannot be modified (Billed Charges will be displayed as Read Only).
Charges that are manually billed by clicking on Mark as Billed will appear as follows:
OR
Charges that are automatically billed by being included in an invoice will appear as follows:
Billed Charges cannot be modified, regardless of whether they were manually or automatically billed. To modify the details of Billed Charges, change their status to Unbilled by clicking on Mark as Unbilled, as depicted below.
Note that also not-billable charges which were included in invoices will become read-only, and will show the QuickBooks invoice reference number in the charge window.
Important note: In the above case, the Charge was included in an invoice. Therefore when un-billing such a Charge, the link to the invoice will be removed (the invoice line in the QuickBooks invoice remains unchanged).