Paying Bills in QuickBooks Online

If you’re paying bills manually, this can be probably one of the least favorite accounting chores. First, you know that you’re sending money away. And second, the procedure is tedious.

Further, how can you record paid bills? Can you file the paper stubs? Go into the payment in a ledger, or worse, your checkbook register? Rely on your carbon copies?

QuickBooks Online makes this procedure faster and easier. And you’ll never need to wonder if a bill was paid – or needs to be paid. Here’s how it works.

Billing Customers for Expenses?

Bill-paying in QuickBooks on the internet is a two-step process. You first need certainly to create an archive for each bill. Go through the Vendors tab, and then on Enter Bills. The first occasion you are doing this, a QBO Mini Interview – an abbreviated area of your company Preferences — should pop up.

Figure 1: Mini Interviews like this pop up occasionally as you’re getting started with QuickBooks Online. Here, you’re telling QBO whether you bill customers for expenses, and just how.

Answer the questions and keep clicking Next until you’re finished. In the event that you mark up billable expenses, communicate with us about how to complete the interview if you’re all unsure of one's answers. It gets complex, and needs to be done correctly.

When this window closes, you’ll be back at the main bill-entry screen. Ensure that Bill is selected into the upper left and choose the vendor by clicking the arrow to show your list. In the event that vendor doesn’t appear, click Add New >>, type into the vendor name and select either Quick Add or Add All Info…(the latter is recommended, so that your records is supposed to be complete).

Warning: Your browser must allow pop-up windows for QBO to perform this task. In the event that you don’t learn how to set this up, we could help. For more information about Pay Bills in QuickBooks Desktop, please get in touch with us.

Figure 2: Once you’ve selected or added a vendor, minimal info is necessary to enter a bill in QuickBooks Online.

One-Time or Recurring

Your vendor’s Terms must have come through from the record if you established them there. Enter any Ref No., the balance Date if it is not the present one while the Amount Due. Enter a Memo to yourself if you want. Then move down seriously to either the Itemize by Account or Itemize by Product/Service, dependent on that will be appropriate. Complete each line item.

When you’re done, it is possible to click on Attachment if you wish to attach another file, and then select either Save or Make Recurring. In the event that you choose the latter, a window opens that contains your alternatives here. It can save you your template as:

Scheduled – Repeats the same bill with similar amount during the intervals you set
Reminder – Reminds you to definitely focus on this bill as scheduled; you can edit it before it’s sent, or
Unscheduled – Saves a partially-completed copy of a bill you could open, fill out and dispatch as needed.
Then you’ll just select the bill’s interval (10th of every month, etc.), specify a conclusion date if you have one and indicate whether you’d like to be alerted to pending bills where appropriate. Click Save Template when you’re satisfied with your alternatives, do any additional work necessary because of the bill itself and save it.

Fulfilling Your Obligations

When you’re prepared to pay bills, click on the Vendors menu and then settle payments. Click the arrow next to Payment Account and choose the correct one, then enter a cutoff date (Show bills due on or before…) or select Show all bills. Change the sort order if you want (Sort bills by…) and narrow down the list by virtually any applicable filters (when you look at the screen shot below, it’s Show Territory). Put a check mark into the box in front of each bill to be paid.

Figure 3: QuickBooks Online enables you to select a range of bills to pay.

Enter the Payment Date and Payment Method (handwritten check, printed check or electronic payment using your Intuit Payment Network account) and choose the right Save button. There’s more than one way to see if a bill happens to be paid; among the easiest is to run the Bill Payment List report.

There’s more to learn about working together with vendors and paying bills in QuickBooks Online; we’ll continue to explore these problems. As always, we encourage one to call us if you’re having difficulty managing your accounts payable. Safer to clarify now than to tarnish your credit record with tardy payments.