How to Add Bills in QuickBooks Online

Bills record expenses you owe to suppliers but have not yet paid. Recording bills as they arrive keeps accounts payable accurate and lets you track outstanding amounts, due dates and upcoming payments instead of discovering them when the supplier calls.

Step 1 – Open the Create Menu

Click the Create (+) button at the top of the left navigation bar to open the menu of transactions you can create.

Figure – Opening the Create menu

Step 2 – Select Bill

Under the Suppliers column of the Create menu, click Bill. The bill entry form opens, where you record purchases made on credit from a supplier.

Figure – Selecting Bill

Step 3 – Complete the Bill Details and Save

Check the Due date shown next to the bill date — it is set from the terms, and you can adjust it to match the supplier’s document. When everything matches the bill, click Save (or Save and new to enter another bill straight after).

A Supplier – Select the supplier the bill came from. Add a new supplier directly from the drop-down if they are not listed.

B Terms – The supplier’s payment terms — QuickBooks calculates the due date from them.

C Bill date – The date on the supplier’s bill, not the date you are entering it.

D Bill no. – The bill or invoice number printed on the supplier’s document, so the bill is easy to match and trace.

E Category – The expense account that best represents what the bill is for.

F Description – A brief explanation of the expense or service being billed.

G Amount – The cost for that category line — it must match the supplier’s bill exactly.

Figure – Completing the bill details