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Enter bills in QuickBooks Online

by Intuit•860• Updated 2 days ago

You can enter bills into QuickBooks Online individually or in batches to track your accounts payable. We let you get bills through the QuickBooks Business Network, upload them from your computer, or add details manually.

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

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Get personalized help adding and paying bills with QuickBooks Live.

What you’ll need

To enter bills, you need your vendor details and any physical or digital bill documents. If you upload bill files, we support PDF, JPEG, JPG, GIF, and PNG formats. To itemize products and services, you may need to show the Items table:

Show Items on expense and purchase forms

Go to Settings ⚙ and select Account and settings.
Select Expenses.
In the Bills and expenses section, select the pencil ✎ icon
Turn on Show Items table on expense and purchase forms.

To bill an expense to a specific customer, turn on Billable time in your settings.

Turn on billable time

Go to Settings ⚙ and select Account and settings.
Select Time.
Select Timesheet, then turn on Show service field and Allow time to be billable.
Select Save, then Done.

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

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. Alternatively, select the Upload button to browse your files.
Review and verify the bills before scheduling your payments.

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, then select Bill.
From the Vendor dropdown, select a vendor.
From the Terms dropdown, choose when the vendor expects payment.
Enter the Bill date, Due date, and Bill no. exactly as they appear on the physical bill.
In the Category details section, enter the transaction information.
(Optional) To itemize products and services, complete the Item details section.
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
Select Save and close.

Result

After you save a bill, you can review it in the Bills section. Bills that you upload or receive through the network appear in the For review tab. Manually added bills appear in the Unpaid tab and require no further review.

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