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Intuit
846 helpful votes

Enter and pay bills

Learn how to enter and pay bills in QuickBooks Online.

We make it easier for you to pay your bills. You can pay multiple bills and multiple vendors at the same time or pay them one at a time. Here’s how you do it.

Enter bills

When you receive a bill from a vendor, you can record it and pay it when it's due.

  1. Select + New.
  2. Select Bill.
  3. From the Vendor ▼ dropdown menu, select a vendor.
  4. From the Terms ▼ dropdown menu, select your preferred bill's term. The terms show when the vendor expects payment.
  5. Fill out these fields:
    • Bill date: When does the bill created, entered, or received.
    • Due date: When you must pay your vendor.
    • Bill no.: What number or reference distinguishes this bill from the same vendor.
  6. From the Location ▼ dropdown menu, select a location to assign the invoice to a specific work site or business segment.

    Note: You must turn on Location tracking to see this field.

  7. Enter the other needed information in Category or Item details, then select Save and close.

Pay your bills through Pay bills

Pay bills lets you enter and track bills helping you monitor ones that are due. Plus, it lets you pay multiple bills at the same time.

  1. Select + New.
  2. Under Vendors, select Pay Bills.
  3. Select the appropriate Payment account and enter or verify the Payment date. Use the account from which you pay the bills. To pay one bill from different accounts (for example, part by check and part by credit card), or to record separate payments on different days, you must enter each partial payment separately.
  4. If you select a checking account, verify or change the Starting check no.
  5. (Optional) Select Filter to narrow down the list of bills to view only those you specify. Select Apply when done.

    Filter

    By default, the list shows bills due within the previous 365 days, but you can filter it for:

    • bills due on a certain Due Date.
    • bills in a date range you specify.
    • bills due on or before a certain date (enter the date in the To field and leave the From field empty).
    • bills only for a specific Payee.
    • bills from specific Locations (if you have turned on Location tracking).
    • bills in Overdue status only.

    Sort

    To sort by a particular column, select the header of that column. To sort in descending order, select the header again. You can sort the Pay Bills list by:

    • Payee
    • Ref. No.
    • Due Date
    • Open Balance columns (if you sort by Payee or Open Balance, bills with that payee or balance are listed in date order).

      Note: You can also change the number of rows displayed using the options available from the Settings ⚙ icon, located above the Total Amount column.

  6. Select the checkbox for each bill to pay.
  7. Enter the amount of the payment to be applied to the open bill. If available, you can specify the amount of any credit to apply in the Credit Applied column.
  8. Select Save and print, Save, or Save and close.

Note: The selected bills are marked as paid and the checks are prepared for printing from the Print Checks window.

Pay your bills through checks

The Check page is the place to pay bills for one vendor at a time, get information about individual bills, and directly control how vendor credits are applied. Here’s how.

  1. Select + New.
  2. Under Vendors, select Check.
  3. Fill out these fields:
    • Payee: Select a payee. If you select a payee with an outstanding bill,  you can select Add to pay an open bill or Add all to pay all open bills and apply any Vendor credit.
    • Bank account: Select where the money will be withdrawn.
    • Location: Select the location to assign the bill. You must turn on Location tracking to see this field.
    • Amount: Enter the total amount of the check.
  4. For multiple bills, in the Outstanding Transactions section, select the checkboxes of the bills to pay with the check, and enter a payment amount for each. You can use one check to pay any number of bills and split the payment across them.
  5. (Optional) Make a notation about the check in the Memo field or add attachments (such as a PDF copy of the receipt).
  6. Select Print check.
  7. Select Save and close. Alternatively, you can select Save and new to create a new check for another bill.

Apply partial credits

You can easily apply partial credits to multiple bills from the same vendor.

If the vendor has a credit, its amount is listed in the Credit Applied column. You can enter the amount of the available credit you want to apply to that bill.

As you proceed with the bill details, the available credit amount updates to reflect how much of that credit is still left.

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