Frequently Asked Questions

How do I rebill Expenses?

Sometimes as a business owner, you may incur Expenses on behalf a Client that you'd like to bill back to them. Rebilling Expenses in FreshBooks is as simple as assigning it to a Client, optionally adding a markup and including the receipt image, and then adding it to an Invoice.

 

Assigning an Expense to a Client

  1. Go to the Expenses section
  2. Click on an existing Expense, or the New Expense button
  3. If editing an existing Expense, click the Edit button
  4. Under Expense Settings (on the right), click on Mark as billable

    Mark_As_Billable_Expense

  5. Check the box off, and new fields will appear: 

    Mark_As_Billable_Options

  6. Add your Client, and add a markup if needed (optional)
  7. Click Done, then click on Save to finish.

 

Rebilling the Expense to an Invoice

  1. Go to the Invoices section
  2. Click on an existing Expense, or the New Invoice button
  3. If editing an existing Expense, click the Edit button
  4. Click on the Add a Line button
  5. All unbilled Expenses for this Client will appear as "x unbilled expenses for (Client)". Click on it to add it to the Invoice

    Add_Expense_to_Invoice

  6. Note that if the Expense(s) have been marked up in the earlier steps, only the final markup price is shown to the Client on the Invoice

    Expense_on_Invoice

  7. Any included receipts appear at the bottom of the Invoice in the Attachments section. You can delete any specific receipts you don't want to share by clicking on the X in the top corner of the receipt

    Attachments

  8. From here, you can continue putting together the rest of your Invoice. You can click Save or Send to finish.  

 

FAQs: 

I assigned the Expense to a Client, but it's not appearing on the Invoice for rebilling. Why? 

Both the Expense and Invoice have to be in the same currency. If it is not appearing, you can change the currency on the Invoice with the steps here.

Can I mark the Expense up on the Invoice?

You can only mark up the Expense while editing it. Follow the steps above to reach the Mark as Billable section, and then you can add the markup to it. When the markup is saved, you can then re-add it to the Invoice with the new cost.

Why is are my Expense receipt images not showing up on the Invoice?

The Expense itself may not be enabled to include the receipt image on the Invoice.

  1. Remove the Expenses from the Invoice first (trash can icon)
  2. Go to the Expenses section
  3. Click on the Expense, then the Edit button
  4. Click on Mark as Billable in the top right under Expense Settings
  5. Ensure Include receipt image on Invoice is checked off and saved.