How to enter expenses in QuickBooks Desktop

by Intuit •

2 •

Updated 5/19/2026 05:40

In QuickBooks Desktop, there are two main workflows to record purchases. The one you use depends on whether your vendor gives you time to pay.

If your vendor sends you an invoice or a bill and you pay them later, you enter a Bill first. When you pay the bill, you record a Bill Payment.
If your vendor doesn't give you time to pay and expects payment when you receive the goods or services, you can record a Check or a Credit Card Charge.

QuickBooks Desktop Premier PlusQuickBooks Desktop Pro PlusQuickBooks Accountant Desktop PlusQuickBooks Desktop Enterprise DiamondQuickBooks Desktop Enterprise GoldQuickBooks Desktop Enterprise Platinum

Sign in now for personalized help

See articles customized for your product and join our large community of QuickBooks users.

Enter and manage expenses in QuickBooks OnlineBy QuickBooks
Track job costs in QuickBooks DesktopBy QuickBooks
Enter billable expensesBy QuickBooks
Create multiple bills or expensesBy QuickBooks
Set up items for tracking costs and revenue in QuickBooks Desktop for MacBy QuickBooks

How to enter expenses in QuickBooks Desktop

Sign in now for personalized help

Related Articles