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Reinvoice expenses to customers

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When staff incur costs on a customer’s behalf, such as travel, accommodation or communication, Odoo Sales can pass those costs straight on to the customer’s invoice. This guide covers how to reinvoice expenses using the Expenses, Sales and Accounting apps.

Before you start

Install the Expenses app alongside Sales and Accounting. In Expenses > Configuration > Expense Categories, check the Re-Invoice Costs setting on each category: No (cannot be reinvoiced), At cost (invoices at the category’s cost), or Sales price (invoices at the expense’s sales price).

How to reinvoice an expense

  1. Go to Sales, create a quotation, add at least one product, and click Confirm to create the sales order the expense will be linked to.
  1. In the Expenses app, log the expense and set the Customer to Reinvoice field to the sales order created above. This field is what links the expense to that order for automatic invoicing later.
  1. Click Create Report, then Submit to Manager.
  2. The manager reviews the report, clicks Approve, then Post Journal Entries. Once posted, the expense appears on the linked sales order.

The Customer to Reinvoice field can only be changed before the expense report is approved.

How to invoice the customer

  1. Open the sales order. The expense now appears in the Order Lines tab, marked as Delivered.
  2. Click Create Invoice, choose Regular Invoice, and click Create Draft Invoice.
  3. Review the draft invoice and click Confirm.
  4. Click Send to email the invoice, and once the customer pays, click Register Payment to record it.

Frequently asked questions

Which field links an expense to a sales order?

The Customer to Reinvoice field on the expense record. Selecting the correct sales order there is what allows the expense to be invoiced automatically later.

Can I still change the sales order after the expense report is approved?

No. The Customer to Reinvoice field can only be changed before the expense report is approved.

Does every expense category get reinvoiced the same way?

No. Each expense category has its own Re-Invoice Costs setting: No, At cost, or Sales price.

Need help?

Need help reinvoicing project expenses in Odoo Sales? Contact support@thoughtlogik.com or see our Odoo implementation services.

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