Enter bills in QuickBooks Online

You can enter bills into QuickBooks Online individually or in batches for several suppliers. This guide explains how to upload the bills from your computer, or add them manually.

Note: If you’ve already paid for a business expense, enter it as an expense instead of a bill.

Upload bills from your computer

You can upload existing bill files directly from your computer. QuickBooks supports PDF, JPEG, JPG, GIF, and PNG file formats.

1. Follow this link to complete the steps in product 
2. From the Add bill ▼ dropdown, select Upload from computer.
3. Drag and drop your files into the Upload window, or select Upload from this device to select files from your computer.

Once uploaded, you can review, verify, and do payment for these bills.

Add a bill manually

Follow these steps to manually enter bill details.

1. Select + New or + Create.
2. Select Bill.
3. From the Supplier ▼ dropdown, select a supplier.
4. From the Terms ▼ dropdown, select the bill's payment terms, which indicate when the supplier expects payment.
5. Enter the Bill date, Due date, and Bill no. exactly as they appear on the bill.
6. In the Category details section, enter the relevant information for the transaction.
7. (Optional) To itemise products and services, complete the Item details section. If this section isn't visible, follow these steps to enable it:
   1. Go to Settings ⚙ and select Account and settings.
   2. Select Expenses and then select Edit.
   3. In the Bills and expenses section, select the edit icon ✎.
   4. Turn on Show Items table on expense and purchase forms.
8. Enter the Amount and any applicable VAT.
9. (Optional) To bill this expense to a specific customer, select the Billable checkbox and enter their name in the Customer/Project field. To use this feature, you must first turn on the billable time setting:
   1. Go to Settings ⚙ and select Account and settings.
   2. Select Time.
   3. In the Timesheet fields section, select the edit icon ✎.
   4. Turn on the Service item and Billable fields in the Status and Required columns. Ensure Rate per hour is also turned on.
   5. Select Save, then Done.
10. Select Save and close.

Result

After you save a bill, you can review it in the Bills section.
Bills that you upload or receive from another QuickBooks user appear in the For review tab.  
Manually added bills appear in the Unpaid tab and don't require further review.

Related links

• Enter and manage expenses in QuickBooks Online
• Learn the difference between bills, cheques, and expenses