Bill showing up but there is no match and it is marked as paid in expenses under Vendor

Morganyoung981 · ‎February 09, 2023

I am brand new to QB so hang in there with me.

When I go into Banking, I see a bill come through. When I go to find match it doesn't show up, however; It is showing up in expenses under vendor as paid.

We only send out ACH's and no checks.

Why does this happen, and what steps should I take to fix it/prevent it from reoccurring?

GebelAlainaM · ‎February 09, 2023

Good day. It'll be my pleasure to share some insights with you regarding the bill that has been showing up but has already been marked as paid in QuickBooks Online (QBO).

You may be unable to find a match for that bill if the bill payment from your register is already cleared. Moreover, the date range would also be crucial in matching transactions. That said, you can also check the date of the bill in the bank feed if it coincides with the bill payment. If not, you'll need to edit it so it will be matched with the bill payment so it won't show up again.

You can check out this article as your guide to keeping the record of your expenses accurate in QuickBooks: Enter bills and record bill payments in QuickBooks Online.

Additionally, you can visit the following article for future reference with monitoring your business expenses in QBO:

I'll be around if you need more help with managing bills in QuickBooks. Take care!

View solution in original post

GebelAlainaM · ‎February 09, 2023

Good day. It'll be my pleasure to share some insights with you regarding the bill that has been showing up but has already been marked as paid in QuickBooks Online (QBO).

You may be unable to find a match for that bill if the bill payment from your register is already cleared. Moreover, the date range would also be crucial in matching transactions. That said, you can also check the date of the bill in the bank feed if it coincides with the bill payment. If not, you'll need to edit it so it will be matched with the bill payment so it won't show up again.

You can check out this article as your guide to keeping the record of your expenses accurate in QuickBooks: Enter bills and record bill payments in QuickBooks Online.

Additionally, you can visit the following article for future reference with monitoring your business expenses in QBO:

I'll be around if you need more help with managing bills in QuickBooks. Take care!

adgzb n · ‎January 03, 2025

But... the bill was never paid. I've checked my bank and there is no payment to that vendor for the date in question.

RazzieE · ‎January 03, 2025

Hi @adgzb n, Welcome to the Community space! I'm here to help you regarding with your bills and ensure that you manage them correctly.

I just want to clarify if the bill is automatically marked as paid. If yes, then your Automatically apply bill payments may be turned on. This setting means that when you add bill payments in the register, it automatically applies the payments to the oldest existing bill. Most companies turn on this setting.

Steps to turn off Automatically apply bill payments:

1. Go to Account and settings.

2. Click Advance.

3. Choose Automation and untoggle the Automatically apply bill payments option.

If no, can you provide more details on the bills you are referring to?

You might want to check this article to learn more how to manage bills in QuickBooks Online (QBO): Enter and manage bills and bill payments in QuickBooks Online.

You can also check out this article to explore more about how to set up scheduled payments in QBO: Set up schedule pay in QuickBooks online.

Let me know if you have any other questions related to bills or anything else about QuickBooks. You're always welcome to visit us here in the Community space. Have a nice day!

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Bill showing up but there is no match and it is marked as paid in expenses under Vendor