Level 3

How do I enter an invoice after it has already been paid?

While I was on vacation, my company received our property tax bill and the owner used "Write Checks" to pay it but didn't enter the actual bill into QuickBooks. 

The check has been marked as cleared and the account (checking) has been reconciled.


We obviously want a record of the tax bill but how can I enter it without having it show as unpaid?


I've only been using QuickBooks for a couple of years so any advice would be welcome!

QuickBooks Team


Glad to have you here, @csoffice.


I’d be glad to provide you with details on how you can enter and pay bills in QuickBooks Desktop.


When paying a bill, it should be done via the Pay Bill option. If you write a check to pay a bill, there’s a possibility the bill will remain as unpaid. 


To link the check to your bill, here’s how:

  1. Open the written check.
  2. Go to the Expense tab.
  3. Change the account associated to the check to Accounts Payable.
  4. In the Customer: Job column, select the name of the vendor or agency where you paid the Property Tax bill.
  5. Click Save and Close.


Once you save the check, you can now create the bill. Now, let’s pay the bill by applying the written check.


Here’s how:

  1. Go to Vendors
  2. Choose Pay Bills.
  3. Select the bill you want the payments to be applied to.
  4. Click Set Credits.
  5. Go to Credits tab.
  6. Put a check mark on the check.
  7. Hit Done.
  8. Click on Pay Selected Bills.

That should do it! This will allow you to enter and pay your bill using the check created in QuickBooks.


For additional insights, you may check out this article: Bill shows as unpaid after writing a check.


Feel free to visit us here in the Community if you have other questions about entering and paying bills. I’m always here to help.

View solution in original post

Level 3




Thank you for your response.


I followed the directions you gave (changed the expense account to Accounts Payable and entered the County Treasurer as the Customer, saved and closed) but it did not create a bill.


What did I do wrong?



QuickBooks Team


Thank you for getting back to us, @csoffice.


Allow me to chime in and add some details about paying your bills to help you further.


You need to enter your County Treasurer as a vendor since you're paying them for the Property Tax.


Also, after editing the check, you can now create the bill for your tax. Let me show you how:

  1. Click on Vendor from the menu tab.
  2. Select Enter Bills.
  3. Enter the vendor name.
  4. Under the Expenses tab, select the Property Tax.
  5. Click on Save & Close.


Once done, you can now pay the bill using the Pay Bills feature and following the steps provided by my colleague above.


I've provided some screenshots to better help you in paying the bill.




That's it! Please let me know if you have any other questions about paying your bills. I'll be here to provide you further assistance.

Level 3


Thank you Alessandra.


Just to be clear, I need to enter the tax bill as usual, then use Pay Bills and apply the credits which were created when I changed the check?


The way I understood the first response was that the bill would be automatically created once I changed the check. Your post makes more sense. I will try this tomorrow when I'm back in the office.



Hello there, @csoffice.


Thank you for getting back to us here in the Community and verifying the steps about linking the check to the bill in QuickBooks Desktop.


Yes, you're correct. You need to create a bill first to record the payment. After that, you can follow the steps provided by my colleague, Alessandra_B to record the payment linking the check you've modified to close the bill. 


Please stay in touch once you've tried the steps above. I'll be happy to help you further. Have a great week ahead. 


Level 3


Great - this is really helpful!


I have one more question.  I created a bill and see the credits in the Pay Bill section.

Do I click on "To Be Printed" and not actually print a check? 

Or "Assign Check Number" and fill in the check number on the original check that was written?



Hello csoffice,


Jumping in to this to answer your follow-up question. 


When you click on "To Be Printed," it'll go straight to the print checks queue. If you're not printing the bill payment check, it's okay not to check it. You may put some notes or check number about this for a reference. This way, it'll be easy for you to reconcile this transaction.


If you have any questions, please let us know. Thanks! 

Level 3


This worked perfectly!


Thanks to everyone for the help!

Level 1


I had the same problem. Why do I now have the original payment plus a zero amount payment in my bank ledger. Thanks!