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Accounts Payable automation in QuickBooks Online

by Intuit Updated 9 months ago

If you use QuickBooks Online, you know how important it is to stay on top of your bills and invoices. But manually entering and paying each bill can be time-consuming and error-prone. That’s where Accounts Payable (AP) Automation comes in.

By automating your Accounts Payable process in QuickBooks Online, you can save time and reduce mistakes when creating and paying your bills. In this article, we’ll show you how to review pending bills and upload them into QuickBooks.

Note: This feature may not be available in all accounts yet, but will be included with QuickBooks Online Essentials, QuickBooks Online Plus, and QuickBooks Online Advanced accounts.

Review pending bills

When another QuickBooks user sends you a bill, review the invoice details or add it to QuickBooks to pay later.

  1. Sign in to your QuickBooks Online account.
  2. Go to Expenses, then Bills (Take me there).
  3. Select the For review tab.
  4. Find the bill you want to review, then select Review.
  5. On the new screen, the bill displays information extracted from the invoice.
  6. Select an Account/Category.
  7. Review the details and adjust or add as needed.
  8. Then, select Save and close. If you don't want to add this bill, you can instead select Delete this bill to delete it.

Once the bill has been saved, you can view and manage the bill, and record payments for the bill, if you haven’t done so already. A PDF of the invoice is attached to the bill if you need to reference it later.

Upload bills from computer

AP Automation extracts info from bills you upload and automatically creates the transaction to add to QuickBooks. To upload bills:

  1. Sign in to your QuickBooks Online account.
  2. Go to Expenses, then Bills (Take me there).
  3. From the Add bill ▼ dropdown, select Upload from computer.
  4. Drag and drop files into the Upload window, or select the Upload button to choose files on your computer.
    Note: QuickBooks supports PDF, JPEG, JPG, GIF, and PNG images.

The bill is added to the For review tab where you can verify the information or add it to QuickBooks to pay later.

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