When you have billable expenses, ZipBooks makes it easy to add them to a customer’s invoice, so you’re sure to keep track of every penny you’re owed. When you set up a Recurring Invoice, unbilled time and expenses are automatically imported.

Here’s how to add billable expenses to regular invoices:

  1. Sign in to ZipBooks and select Transactions from the menu.

  2. Scroll down until you find the transaction you’re looking for, or filter your list to find it more quickly.

  3. Click on the transaction and click the gray Edit or Split button. The Edit Transaction window will appear.

  4. In the Pass-through to Customer field type in the customer you need to bill this expense to. 

  5. Click Save.

Now, right from your transaction list, you’ll see that this transaction has been marked as a billable expense, and who you billed it to.


To pull this expense onto your customer’s invoice:

  1. Select Invoices from the menu.

  2. Find that customer’s current invoice in the list and click on it, or create a new invoice.

  3. Click the gray Edit button at the top of the invoice (if it’s an existing invoice).

  4. Click on the Import unbilled time/expenses to invoice button. (This button will only appear if ZipBooks sees that this customer has time entries or expenses assigned to them.) 

  5. The Add to Invoice window will open. Decide the level of detail you’d like to include, and the time period during which you want expenses and time included.

  6. Check the boxes next to items you want to appear on the invoice, and the projects you want to include.

  7. Make sure the Include Unbilled Expenses box is checked.

  8. Click the blue Add Line Items Now button.

The expense you marked as billable will now show up on this invoice.

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