Credit Card Expenses and Payment

I've got you back, @NewBee22. I'll be happy to share some information about your concern so you can get through this and link your credit card payment to your cc expenses in QuickBooks Online (QBO),

Since you already entered the credit card expenses to your QBO account, QuickBooks will automatically recognized it as paid. You'll have to make sure that the account you've selected is the credit card account that you're currently using.

If you still wish to link the payment to an expense, you'll have to create a bill and then receive payment. To create a bill,  here's how:

1. On the left navigational bar, select + New and then click Bill.
2. From the Supplier ▼ dropdown, select a supplier.
3. From the Terms ▼ dropdown, select the bill's terms. This is when your supplier expects to be paid.
4. Enter the Bill date, Due date, and Bill no. as they're recorded on the bill.
5. Enter the bill details in the Category details section. From the Category dropdown, select the expense account you use to track expense transactions. Then enter a description. .
6. Enter the Amount and tax.
7. If you plan to bill a customer for the expense, select the Billable checkbox and enter their name in the Customer field. Learn more about billable expenses.
8. When you're done, select Save and close.

Once done, refer to this article for further guidance on how to pay the bill: Enter bills and record bill payments in QuickBooks Online.

I'd also like to add this article for more details about the difference between bills, checks, and expenses in QuickBooks Online:  Learn the difference between bills, checks, and expenses in QuickBooks Online.

In QuickBooks, no need for you to worry about personal purchases accidentally connected to your business account. If you've connected your credit card to QBO, please know that you have an option to exclude your personal purchases so they won't appear in your business account. Feel free to refer to this article for further guidelines on how to record credit card payments in QBO: Record your payments to credit cards.

If there's anything else that you'd like me to assist us with, @NewBee22, feel free to post your QuickBooks-related concerns here in the Community space. Our door is open 24/7, and our team of dedicated experts is always ready to assist you anytime. Take care!

Thank you @Kurt_M for all of the advice and help! I think for all of the already input expenses it will make the most sense to create a bill to link them to, however is there a way to "match" all of the separate expenses to one bill? Since several expenses will be listed for one credit card payment "bill"? 

Also, moving forward, do you recommend a faster/easier way to input the credit card expenses/receipts and the credit card payment into QBO? Or is this the best/most efficient and accurate way? It kind of seems like it's double the work since I'm essentially going to be inputting everything twice and matching it to each bill... if this is the only way possible that's fine. I just want to make sure it's the most efficient way. 

Their cc expenses are mostly supplies and costs they acquire during renovations or if any repairs need to be made to any of the properties. I'm not sure if this is useful information to you or if you need to know this when considering how it's input but I figure it can't hurt. Thank you again for all of your help! 

Thanks for getting back here in the thread, @NewBee22. I'll be happy to address your additional QuickBooks-related concerns so you can get through this.

First off, I appreciate you for the additional details that you've posted. Yes, there's a way to add all your expenses to your bill. For now, the only way to link your expenses to a bill is by manually editing each category detail of your expenses. You'll then change the category detail to Accounts Payable (A/P).

Once done, you can create a bill and then use bill payment to link those expenses. If you wish to continue, I'll outline the steps below for the complete process so you can proceed to add them to your bill. To begin, here's how:

1. Access your QuickBooks Online company.
2. On the left navigation bar, go to Expenses tab.
3. Locate those expenses that you'd like to link to your bill.
4. Change the Category details to Accounts Payable (A/P).
5. Click Save.

Once done, proceed to create a bill. Here's how:

1. Access your QuickBooks Online company.
2. On the left navigational bar, click the  +New button.
3. Under Vendor column, select Bill.
4. Enter the necessary details, then Save.
5. Click the Mark as paid button beside the Schedule online payment button.
6. In the bill payment view, go to the Credits section.
7. Select the expenses that you'd like to add to the bill, and then click Save and close.

I'd like to add that if they're planning to pay for it later, what you're going to do is to create a bill and then use bill payment to receive the payment. Also please know that you can use expenses, if you're going to pay the product or service they've rendered on the spot.

For your second query, connecting your credit card to your QBO account is the most efficient way to add CC expenses or receipts and the credit card payment into your QuickBooks Online account. You can refer to this article for visual reference on how you can connect your credit card to QBO: Connect bank and credit card accounts to QuickBooks Online.

Know that you're always welcome to get back to me anytime if you need further assistance aside from linking your expenses to your bill. I'll be also pleased to lend you a hand again, and make your QuickBooks experience awesome. Thanks for choosing QuickBooks. Take care, and have a good one!

@NewBee22 

As an additional option, explore this property management app to integrate with your QBO.

https://home.tenantcloud.com/signup?affiliate=3jqxsies8ncnqqwj

Hi @Kurt_M , 

I am having trouble when going to the bill payment select the expenses that correspond to the bill. There is no “credit” section on my screen like you’ve stated. It only shows an “outstanding transactions” section with the bill I created. I changed the categories of the expenses I need to match to AP so I’m not sure why it’s not showing up. There is nothing showing up at all on my end. Thanks for your help troubleshooting this! 

Hello there, NewBee22.

Can you send a screenshot of the expense that you've edited? This is to ensure that we're on the same page. And this is to make sure we'll be able to properly address your concern. Anyway, if there's anything else that you need, let us know. We're always right here to help.

@MariaSoledadG @Kurt_M Please see photo attached of one of the expenses I edited to be accounts payable. Thank you for your help with this! 

@MariaSoledadG @Kurt_M Please also see this photo attached of what I am talking about how there's not an option to credit anything to the bill. Thank you! 

Hi, NewBee22. We're glad to have you back, and also I appreciate you for including a screenshot.

The possible reasons why you're not seeing the Credit section in the Bill Payment page is because of the following:

• The expense wasn't created successfully. Make sure to create an expense so you'll have an option to credit the bill, if needed.
• The expense was assigned or created for another vendor/payee.
• The Account Payable wasn't applied successfully.

To fixt this, you can double-check the expense you've edited. I'll show you how:

1. Go to the Expense menu and select find the appropriate expense.
2. Make sure this expense is assigned to the same vendor/payee of your bill.
3. Use Account Payable as category detail, and make sure to save it successfully to reflect the changes.

Here's a sample screenshot for additional reference:

Once done, open the bill to link an expense you want to add to the bill. Here's how:

1. Still, go to the Expense menu.
2. Within the Expense tab, find the appropriate bill. 
3. Click Mark as paid.
   
4. Tick the expense and bill. 
5. Then, Save and close.
   

You can review these articles to learn more about managing transactions in your QBO account:

• Enter bills and record bill payments in QuickBooks Online.
• Manage expense and vendors.
• Topics about your company's income and customers.

You're all set! If you have more concerns with recording transactions in QuickBooks, just post them here. I'm happy to help you more. Take care and stay safe, NewBee22.

Hi @SarahannC 

Thank you for your help with this! It is showing up now, but when I click the corresponding expenses that go to the bill, it is showing up as having paid $0

Please see screenshot's for reference. Can you let me know if this is correct? Wouldn't you want the "amount to credit" line to equal the "amount to apply"? For some reason it's not totaling at the bottom when all the boxes are checked. 

Thank you again for all of your help! I appreciate it!!! 

2nd Image for reference ~ it wouldn't let me upload more than one for some reason. Thanks again for the help with this! 

Yes, you're doing it right, @NewBee22. Thanks for getting back here and providing screenshots of the process you're working on. I'm here to give further details so you can apply the payment to the expense seamlessly.

In QuickBooks Online (QBO), when applying credit as payment to the bill, you have to ensure that the AMOUNT PAID is equal to zero (0.00) to clear the balance. 

Once everything is fine, you're now ready to pay the bill. To do so, simply select the Save and close button to confirm the action.

For reference in managing vendor transactions, feel free to visit this article: Learn the difference between bills, checks, and expenses in QuickBooks Online.

Additionally, here's a compilation of video tutorials that you can access anytime for guidance in performing QBO tasks.

Please let me know updates about this. I want to make sure that you've successfully linked the payment to your expenses within your program. If you have further questions about reconciling your account, don't hesitate to leave a reply below. I'm always around and ready to provide additional assistance. Have a great day ahead and take care always.