How to record spending

This is Katheryn from the QuickBooks team. Entering your bills into QuickBooks Online makes it easy for you to keep track of what your business owes. Let’s go over how to enter a bill in QuickBooks Online, by emailing a bill, uploading from your computer, or by creating it manually. Then we’ll show you how to schedule and pay your bill online digitally with QuickBooks Bill Pay or using a printed check. Finally we’ll show you how to record and match the payment. To start, go to Expenses… Bills. First, you or your supplier can email a copy of your bill to the email you see on screen. This email will be unique to your company, so make sure you copy it exactly. QuickBooks will read the bill you email and create a transaction you can review. You can also select “Add Bill”, then choose from this list of options. Let’s go over how to upload from your computer and autofill into your bookkeeping. Select Create Bill. Once you receive a bill or an invoice from your supplier, save it onto your computer. Choose the file to upload, or drag and drop. QuickBooks will automatically detect important information within the document and fill it in for you on the bill. Fill in any info that was missed or incorrect, including the category. For bills, this is usually an expense account. If it wasn’t filled in for you, select a Supplier from your list. If you don’t see them, you can add a new one. Then select Save and Close. Note that if you receive a bill from a supplier that you’re connected with in the QuickBooks Business Network, you’ll automatically see their bill in the For Review tab. See this other video for more info. If you don’t have a PDF of the bill or invoice, you can enter it manually, Select Add Bill, then Create Bill. Choose a supplier, enter a date, and select the category that best fits what you are being charged for. Then enter a description of what the bill is for and the amount. When you are done select Save. You can see your new bill here. You can pay your bills with a couple different options. First, you can pay online with QuickBooks Bill Pay. You can also print a check or mark as paid if you used another method. Find the bill you want to pay under Unpaid and select “Schedule Payment” under action. Select the bank account you want to pay from. If you haven’t connected your bank to QuickBooks yet, you can do that here. Note that the first time you choose a bank account, you'll need to match it to the correct account from your chart of accounts in QuickBooks. Next, decide if your supplier will receive payment by ACH transfer or check. You’ll need to make sure your supplier’s email, postal code, and state are entered, and verify their bank and routing number. Choose the withdrawal date. Select Continue. Once you’ve reviewed your payment, select “Schedule payment”. Depending on your Bill Pay subscription level, you may have additional approvals. Note that QuickBooks Bill Pay will automatically match it once it clears, so you won’t have to match it in your bank transactions feed. Although, it is best practice to double check your transactions. If you want to see the status of any scheduled payments, select this link for more details. If you already paid your bill by check or some other method or you want to print a check to pay it, find it under the Unpaid tab and select ‘Mark as paid’. Then confirm the amount you paid and the account you paid from. If you paid with a handwritten check then add the number here. If you want to print a check, select Print Check at the bottom of the page. The last step is to match your payment from the bank. Find the transaction downloaded from your bank. You’ll see that QuickBooks knows that you’ve already entered in a bill for this transaction. All you have to do is confirm and you’re all done. That’s it. Now you’re ready to start using QuickBooks to manage your bills.