Enter and manage bills and bill payments in QuickBooks Online
by Intuit•315• Updated 2 weeks ago
Learn how to track bills and record the payments.
In addition to tracking sales, QuickBooks Online makes it easy to record business expenses. Entering your income and expenses gives a more complete picture of your business and profit.
If you plan to pay for the expense in the future, enter it as a bill. You can record bills one at a time, or record multiple bills for multiple vendors at once. On the other hand, if you've already paid for a business expense, enter it as an expense. These specific transaction types tell QuickBooks how to record everything.
Or, learn the difference between bills, checks, and expenses.
Here's how to enter bills and record payments towards them in QuickBooks.
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Learn how to:
- Review and manage bills
- Add a bill manually
- Upload a bill from computer
- Pay bill with Online Bill Pay
- Mark an offline bill as paid
- Pay bill with credit card or cash
- Pay bill with check
Review and manage bills
- Sign in to your QuickBooks Online account.
- Go to Expenses, then Bills (Take me there).
- The Bills page contains the For review, Unpaid, and Paid tabs. Select one of the tabs to view bills in that status and see available Actions:
- For review: This tab lists all of the bills pending your review, including bills sent by other QuickBooks users through the QuickBooks Business Network.
- Review: Opens the details of the bill so you can verify accuracy, then Save it to move it to the Unpaid tab, or schedule payment.
- Save: Adds the bill to your Unpaid tab. If the bill is for $0.00, then it’s added to the Paid tab instead.
- Unpaid: This tab lists all of your unpaid bills and if they are due later, soon, or overdue.
- Schedule payment: Use a QuickBooks connected bank or credit card to pay for the bill.
- Mark as paid: Use for offline payments that are not directly scheduled through QuickBooks.
- View/Edit: Make any needed changes to the bill, then select either Save, Save and schedule payment, or Mark as paid.
- Paid: This tab lists all of your paid bills and any linked payments. Select any bill to view details.
- For review: This tab lists all of the bills pending your review, including bills sent by other QuickBooks users through the QuickBooks Business Network.
Enter bills into QuickBooks
Add a bill manually
After you get a bill from a vendor, here's how to record it:
- Select + New.
- Select Bill.
- From the Vendor ▼ dropdown, select a vendor.
- From the Terms ▼ dropdown, select the bill's terms. This is when your vendor expects to be paid.
- Enter the Bill date, Due date, and Bill no. as they're recorded on the bill.
- 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.
Tip: You can also enter specific products and services in the Item details section to itemize the bill. To set up, go to Settings ⚙, then select Account and settings. Select Expenses. In the Bills and expenses section, select the pencil ✎ icon. Then, turn on the Show Items table on expense and purchase forms switch. - Enter the Amount and tax.
- 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.
- When you're done, select Save and close.
Bills added manually appear directly in the Unpaid tab. Because you added the bill, you don’t need to review it.
Upload bills from computer
- Go to Expenses, then Bills (Take me there).
- From the Add bill ▼ dropdown, select Upload from computer.
- 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.
You can also receive bills from another QuickBooks user. Accounts Payable Automation can recognize the vendor details and QuickBooks notifies you to review the bill from your Bills list.
Record payments toward bills
If you have yet to pay for the bill, you can schedule an online payment directly through QuickBooks Bill Pay. Or, you can record a check, cash, or credit card payment to keep your books accurate.
Get more info on how QuickBooks can automatically match Bill Pay transactions.
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