How to Create a Bill for an Item in QuickBooks Online

A bill can be recorded against items rather than expense categories. Using the Item details section links the purchase to a product or service in your list, so QuickBooks tracks quantities and costs against the item — essential for inventory and for job-costing purchases to customers.

Step 1 – Open a New Bill

A Create (+) – Click the Create button at the top of the left navigation bar to open the transaction menu.

B Bill – Select Bill under the Suppliers column.

Figure – Opening a new bill

Step 2 – Complete the Bill with Item Details and Save

A Supplier – Select the supplier the bill came from.

B Bill date – The date on the supplier’s bill.

C Due date – When payment is due — set from the terms, adjustable to match the supplier’s document.

D Bill no. – The supplier’s bill number, for matching and tracing.

E Product/Service – In the Item details section, select the item being purchased.

F Description – The item description — it fills in from the item record and can be edited.

G Qty – The quantity purchased.

H Rate – The cost per unit charged by the supplier.

I Amount – The line total — quantity multiplied by rate. Check it against the bill.

J Customer – Optional — link the purchase to a customer or project for job-costing.

K Save and new – Saves this bill and opens a blank form for the next one. Use the arrow beside it for Save and close instead.

Figure – Completing the item bill