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Intuit

Create multiple bills or expenses in QuickBooks Online Advanced

Learn how to quickly enter multiple expenses or bills at the same time.

Instead of entering bills and expenses one at a time, you can enter multiple forms all at once in QuickBooks Online Advanced. This saves time on data entry, especially for users who handle accounts payable or accounts receivable.

The batch transactions tool gives you a few options. You can enter several different bills or expenses at the same time. Or you can duplicate the same bill or expense and send them to multiple people in one click. We'll show you how to do both.

Want to use this feature? Upgrade to QuickBooks Online Advanced.

Enter multiple bills or expenses at the same time

Use the batch transactions tool to record bills and expenses from  multiple sources:

  1. Select New + and then Batch transactions.
  2. In the Select transaction type ▼ dropdown, select Bills or Expenses.
    Note: You can only enter one type of transaction at a time, either bills or expenses, but not both.
  3. Select any of the fields on line 1 to start. This is your first bill or expense.
  4. Enter info into the fields. These are the same fields you see on a regular form in a flat view.
  5. Select the Type field. If you only need to enter flat rates, select Category details. Or, if you need to include specific product or service details on the form, select Item details.
  6. Select line 2. This is the next bill or expense. Fill out the fields.
  7. Enter as many bills and expenses as you need as separate lines.
  8. When you're finished, select Save.

QuickBooks records everything at once.

Create duplicates of the same bill or expense

Maybe you need to record the same expense for all of your employees. Or you need to create the same bill for several different vendors. If so, duplicate the same bill or expense form. Then assign new payees or vendors to each duplicate.

Note: You can only enter one type of transaction at a time, either bills or expenses, but not both.

Duplicate the same bill

  1. Select New + and then Batch transactions.
  2. In the Select transaction type ▼ dropdown, select Bills.
  3. Select any of the fields on the first line. This is the bill you're copying.
  4. Enter info into the fields.
  5. Select the Menu button (three vertical dots) on the first line. Then select Duplicate bill.
  6. Select the next line with the duplicate bill. Then select a different vendor from the Vendor dropdown.
  7. Change the Bill no. for the duplicate bill.

You now have a copy of the same bill for a different vendor. Repeat these steps as many times as you need for each bill you need to copy. When you're finished, select Save.

Duplicate the same expense

  1. Select New + and then Batch transactions.
  2. In the Select transaction type ▼dropdown, select Expense.
  3. Select any of the fields on the first line. This is the expense you're going to copy.
  4. Enter info into the fields.
  5. Select the Menu button (three vertical dots) on the first line. Then select Duplicate expense.
  6. Select the next line with the duplicate expense. Then select a different payee from the Payee dropdown.
  7. Change the Ref no. for the duplicate expense.

You now have a copy of the same expense for a different payee. Repeat these steps as many times as you need for each expense you need to copy. When you're finished, select Save.

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