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Enter bills in QuickBooks Online

by Intuit•845• Updated about 4 hours ago

You can enter bills into QuickBooks Online individually or in batches for several vendors. This guide explains how to receive bills through the QuickBooks Business Network, upload them 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.

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Receive bills through the QuickBooks Business Network

You can receive bills directly from another QuickBooks user through the
QuickBooks Business Network. The Accounts Payable Automation feature will identify the vendor's details and notify you to review the incoming bill from your Bills list.

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.

Go to All apps , then Expenses & Bills, then Bills (Take me there).
From the Add bill ▼ dropdown, select Upload from computer.
Drag and drop your files into the Upload window, or select the Upload button to select files from your computer.

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

Add a bill manually

Follow these steps to manually enter bill details.

Select + Create.
Select Bill.
From the Vendor dropdown, select a vendor.
From the Terms dropdown, select the bill's payment terms, which indicate when the vendor expects payment.
Enter the Bill date, Due date, and Bill no. exactly as they appear on the bill.
In the Category details section, enter the relevant information for the transaction.
(Optional) To itemize 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.
3. In the Bills and expenses section, select the pencil ✎ icon.
4. Turn on Show Items table on expense and purchase forms.
Enter the Amount and any applicable tax.
(Optional) To bill this expense to a specific customer, select the Billable checkbox and enter their name in the Customer field. To use this feature, you must first turn on the billable time setting:
1. Go to Settings ⚙, select Company Settings, then Time.
2. In the Timesheet section, ensure Show service field and Allow time to be billable are turned on.
3. Select Save, then Done.
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.

After you save a bill, you can review it in the Bills page.
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.

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