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Level 1

Bill payment

I am logging previously-paid bills into the Quickbooks system. How can I mark them as paid, without generating a deduction from our banking account?

6 Comments 6
QuickBooks Team

Bill payment

Hi there, @nycake.


Welcome to the Community. I can share some insights in marking a bill as paid in QuickBooks Online.


A bill will show as open (unpaid) unless you link the payment to the bill. Once this is done the bill will mark as paid. I'll show you how:

  1. Click the Plus icon.
  2. Choose Pay Bills.
  3. Select the Payment account. This is the account from which you pay the bills.
  4. Select the checkbox for each bill to pay.
  5. Click Save and close.

You also have the option to create a check to close the bill. If you'd like to consider this option, please check this link for the detailed instruction: How to enter and pay bills.


That should record the payment and mark the bill as closed.


Drop me a comment below if you have further questions about bills. I'm always here to offer help. Wishing you and your business continued success.

Level 1

Bill payment

If we follow this process to mark bills as paid will it also generate a deduction from the banking account? or it will simply show that the bill is already paid and will not deduct any amount from the bank account?

QuickBooks Team

Bill payment

Thank you for visiting the Community, @marythe.


Allow me to share a few details about marking bills as paid and guide you on how to perform it.


When you mark a bill as paid, you’ll need to link a payment to the bill. Since you’ll be paying for the bill, it’ll generate a deduction from your banking account.


There are multiple ways for you to mark your bills as paid. You can create an expense by linking the bill, write a check, or use the Pay Bills feature.


Please follow these steps in creating an expense or check and linking the bill:

  1. Click on the Plus (+) icon, choose Expense or Check.
  2. Choose the Payee.
  3. Choose the Bank Account.
  4. On the Add to Expense/Add to Check sidebar, click on Add to link the bill.
  5. Click on Save and Close.

If you wish to use the Pay Bills feature, you may follow the steps given by my colleague above.


Please let me know if you have any other questions.

Level 2

Bill payment

Will this create two payments if I've already paid the bill outside of "Pay Bills"?

QuickBooks Team

Bill payment

Thank you for posting here in the Community, @bw.


Let me give you some information about bill payments and help you link them.


You have three options on how to pay for a bill: Write a Check, Expense, or use the Pay Bills feature.


When you’ve already paid your bills by creating an expense or check, you don’t need to use the Pay Bills feature in QuickBooks. All you have to do is link the payment to the bill. Here’s how:

  1. Open the Check or Expense.
  2. On the Add to Check/Add to Expense box, choose the bill.
  3. Click on Save and Close.

See screenshot below for your visual reference.




Feel free to leave a comment below if you have any other concerns.

Polina - CloudBusiness LLC
Level 4

Bill payment

Hello @bw,


 Usually the paid bills do not show up under the Pay Bills feature list, so there is no way you can get duplicated payments on one bill.

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