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Accounts Payable automation in QuickBooks Online

SOLVEDby QuickBooks277Updated September 29, 2023

If an invoice is sent to you from another QuickBooks user over the QuickBooks Business Network, we can recognize the vendor details and notify you on the Bills page. From there, you can easily review and approve the bill to automatically add it to your books. Accounts Payable (AP) automation helps you save time and reduce errors from manual entry when creating and paying your bills. 

Note: This feature may not be available in all accounts yet, but will be included with QuickBooks Simple Start, 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 and schedule a payment, or add it to QuickBooks to pay later.

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

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 and schedule payment or pay later.

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