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Level 1

Statement/ invoice

New user. Previous clerk entered all invoices on a statement charge. Should I enter them as a bill?

2 Comments 2
QuickBooks Team

Statement/ invoice

Pleased to have you here, @LR12.


Welcome to the Community! I’d be delighted to share some information on how to record the invoices and bill in QuickBooks Desktop.


If the invoices were from your vendors, then yes, you will have to create a bill for it. Here’s the correct workflow for your Accounts Payables:

  1. Enter bills
  2. Pay bills

On the other hand, if it’s categorized as Accounts Receivable (Customer) transaction, they need to enter it as Invoices

  1. Create an invoice
  2. Record a payment
  3. Deposit customer payments

If you need further help with the workflow above, I’d recommend reaching out to our Customer Care Team. A specialist will be able to access your account in a secured environment and further assist you via secured remote access session.


Here’s how to contact us:

  1. Visit:
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks Version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

Keep me posted on how things work on your end. I’m always here to help you manage your income and expense transactions Have a great ahead!

Level 15

Statement/ invoice



Please Learn from this input. Invoices are not Required, for AR. Statement Charges can be used under many conditions.




For this part: " Previous clerk entered all invoices on a statement charge. Should I enter them as a bill?"


If that is Customers, then this would be asking about Unpaid Sales. The function of Sales Receipt = I am also paid for this date of Sale. Invoice = for this Sales date, the invoice is unpaid. A Statement charge is the same as a Single Listing on an invoice, so it is hitting AR bypassing the use of a form (invoice). That makes it harder to manage Due Dates, and there is one main restriction: you cannot use Items That Calculate. That means no Subtotal, no Group Item and no Sales Taxes.


I teach Statement Charges, because we don't have Sales Taxes. Typically, Landlords can use invoices or statement charges.


In QB, the word Bill is meant for AP = suppliers of goods or service that have not yet been paid, they send you materials or work for you and send you a Bill to pay later. There is no such function as Statement Charge for Vendors.

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