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44 votes
Thank you for sharing your feedback and voting on the idea here, community. While we've reviewed this idea and appreciate the needs in what you're wanting here, we want to be open that we don't have any plans for developing a billable expenses report of this nature in the near term.
We will continue to track the interest here, and share if anything changes.
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Cary-Ann D'Arcy
supported this idea
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18 votes
An error occurred while saving the comment Cary-Ann D'Arcy
commented
Completely agree that being able to mark an outstanding billable expense as paid, ideally referencing the invoice number, is an important and useful addition to Xero. Likewise being able to add billable expenses to a part paid invoice.
Part of this invoicing issue for companies that quote full jobs with state payments is the ability to generate part invoices from the master invoice setup when a quote is converted to an invoice. This would be revolutionary!
At the moment we have to create the invoice for the whole job in Xero from a quote, then manually invoice the client outside of Xero using the Xero invoice number followed by a, b, c. Then record part payment in Xero against the real invoice. Very clunky & having to raise some manual invoices outside of Xero is not ideal/best practice.
Please do look at these add ons Xero developers.
Cary-Ann D'Arcy
supported this idea
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I too have been quite astounded to discover this isn't already a reportable thing. It's truly unbelievable that once a billable expense is invoiced there is no way to get the information back in a report so unless you keep running & exporting billable expense reports for customers PRIOR to allocating those items to an invoice & maintaining a manual spreadsheet, there is NO way to get the information out of Xero...easily anyway. The only way I have found is to run a billable expense report for the day before the last invoice was raised for a customer, export that & then run & export a fresh billable expenses report with today's date & do an excel data match between the two exports....time consuming & laborious!
If an expense is allocated on a draft invoice, this shows on the Billable expenses - Outstanding report so it's not beyond comprehension that another column with Invoice number can be added for items already invoiced. The data is residing in Xero so to make this tweak to this report is unlikely to be a rewrite, more a tweak.
There are other threads on Xero's help asking about this that would indicate interest in this is far greater than Xero realise. And that's just from those of us who are driven to raise it or ask the question.
Kelly Munro seems to be the same Xero person that has responded to this query, "How to review billable expenses?" since 2020
There's another one titled "How to trace back to a billable expense from a sales invoice" but that one has no Xero response, just users.
Kelly if you read this, please raise it with someone who can do something about it. The data is in xero, it can't be that hard to create the parameters for extracting it.
Thank you