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Level 3

Recurring bill or expense?

I own a billboard business and I am switching over to QuickBooks Online. My business consists of leasing land from a person, installing a billboard structure and charging rent to customers monthly for ad space. I pay yearly lease payments to landlords, receive rent checks monthly from customers and pay monthly electricity bills. I am a bit confused with how to properly handle in QB. 


I pay my landlords “yearly” with one payment (via BillPay). I want to put this in QB as recurring. My question is, should this be a recurring “bill” or “expense”?  I have my bank set up to send a check out (via BillPay) on their payment date. I am thinking I need this to be a recurring “bill” so it will match up with the check that the landlord eventually cashes, as I have mybank account liked to QB. Is this correct?


I have recurring Invoices set up to be emailed to my customers.  I am solid on receiving payments and making deposits.


I am not sure how to handle Utility expenses. I have multilple Utility company bills coming in monthly. Some get charged to the company credit card and others automatically get drafted from the checking account (because they won’t accept credit card payments). Am I correct in assuming that I need to enter ALL electric bills each month so they can be “matched” when they are paid?


3 Comments 3
Kristine Mae

Recurring bill or expense?

Thanks for the detailed information, Jarm.


Yes, you're correct. You'll have to create a recurring bill. Then, once the payment is downloaded from your bank, you'll just have to match it to the bill. 


Here's how to create a recurring bill:

  1. Click the Gear icon, then choose Recurring Transactions.
  2. Click New.
  3. Under Transaction Type, choose Bill, then OK.
  4. Fill in the necessary fields, then click Save template.

I've got you an article for future reference: How to add and match downloaded banking transactions.


I'm just around if you need my help. Just tag me and I'll get back to you as soon as I can. 

Level 1

Recurring bill or expense?

Hello, I don't see Recurring Transactions under the Gear icon.  Please advise.


Recurring bill or expense?

Let me help you add a recurring transaction, @dmac01


The Recurring Transactions is under Lists. Here's a screenshot: 


In case you don't have this option, I suggest clearing your browser's cache. There are times that the RAM and memory it acquires slowing down your system and applications and causes some error when loading your account.


Try to use an incognito window or a private browser when logging into your account. If it works, clear the cache in the one that you're currently using.


Here’s how to go incognito or use a private browser:

  • For Chrome, press Ctrl+Shift+N.
  • For Internet Explorer or Firefox, press Ctrl+Shift+P.
  • For Safari, hold down Command+Shift+N.

Then, follow the steps on how to clear the cache outlined on this clearing temporary internet files and cache article. 


You can also try using other browsers if the steps above didn’t work.


I'm always here if you still need help or assistance with those missing icons by leaving a comment below. Have a great rest of the day!

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