Create multiple bills or expenses

Learn how to quickly enter multiple expenses or bills at the same time.

Instead of entering bills and expenses one at a time, you can enter multiple forms all at once in QuickBooks Online Advanced. This saves time on data entry, especially for users who handle accounts payable or accounts receivable.

The batch transactions tool gives you a few options. You can enter several different bills or expenses at the same time. Or you can duplicate the same bill or expense and send them to multiple people in one click. We'll show you how to do both.

Note: This feature is currently available in the old layout.

Enter multiple bills or expenses at the same time

Use the batch transactions tool to record bills and expenses from multiple sources:

1. Select Create and then Batch transactions.
2. In the Select transaction type ▼ dropdown, select Bills or Expenses.

   Note: Select  Old layout to see this option on the form. You can only enter one type of transaction at a time, either bills or expenses, but not both.

3. Select any of the fields on line 1 to start. This is your first bill or expense.
4. Enter info into the fields. These are the same fields you see on a regular form in a flat view.
5. Select the Type field. If you only need to enter flat rates, select Category Details. Or, if you need to include specific product or service details on the form, select Item Details.
6. Select line 2. This is the next bill or expense. Fill out the fields.
7. Enter as many bills and expenses as you need as separate lines.
8. When you're finished, select Save, then select OK.

QuickBooks records everything at once.

Create duplicates of the same bill or expense

Maybe you need to record the same expense for all of your employees. Or you need to create the same bill for several different suppliers. If so, duplicate the same bill or expense form. Then assign new payees or suppliers to each duplicate.

Duplicate the same bill

1. Select Create and then Batch transactions.
2. In the Select transaction type ▼ dropdown, select Bills.
   Note: Select  Old layout to see this option on the form.
3. Select any of the fields on the first line. This is the bill you're copying.
4. Enter info into the fields.
5. Select thekebab menu (three vertical dots) on the first line. Then select Duplicate bill.
6. Select the next line with the duplicate bill. Then select a different supplier from the Supplier dropdown.
7. Change the Bill no. for the duplicate bill.

You now have a copy of the same bill for a different supplier. Repeat these steps as many times as you need for each bill you need to copy. When you're finished, select Save, then select OK.

Duplicate the same expense

1. Select Create and then Batch transactions.
2. In the Select transaction type ▼ dropdown, select Expenses.
   Note: Select  Old layout if you can't see this option on the form.
3. Select any of the fields on the first line. This is the expense you're going to copy.
4. Enter info into the fields.
5. Select thekebab menu (three vertical dots) on the first line. Then select Duplicate expense.
6. Select the next line with the duplicate expense. Then select a different payee from the Payee dropdown.
7. Change the Ref no. for the duplicate expense.

You now have a copy of the same expense for a different payee. Repeat these steps as many times as you need for each expense you need to copy. When you're finished, select Save, then select OK.