Watch a 3-minute tutorial about entering bills
Expenses are all of the things you spend money on, and are linked to one or more
expense accounts. For example,
if you pay $200 per month for utilities, assign that bill to an expense account set up for utilities.
Note: After you enter bills, they must be paid later using the
Pay Bills window.
To do this task
Go to the Vendors menu and click Enter Bills.
Click the Vendor drop-down arrow and choose a vendor
or click to enter
a new vendor.
If you need to, you can change the date
of the bill.
Entering the correct date will make it easier for you to track whether or not that bill has been paid and, if not, whether it is before or past the due date (how long it has been aging).
(Optional) In the Address field, enter or edit the vendor address if you need to.
Any changes you make here will automatically update that vendor's record.
In the Amount Due field, enter the amount of the bill.
What if an amount is already filled in?
Complete the Ref. No, Terms, and Memo fields as necessary.
What do I enter for the Ref. No.?
The reference number field is optional. You can use it to record
the bill, statement, or invoice number.
It is helpful to enter a reference number because it appears in
the accounts payable register and in other windows to help you
distinguish this bill from others you may have received from the
When you print a voucher check to pay this bill and enter the
bill number in this field, your vendor can see which bills
you're paying because the number in the Ref. No. field prints
in the voucher area.
What are terms?
Where does the Memo appear?
The memo you enter appears in your accounts payable register and
on reports that include the bill.
If you pay the bill by check and you did not enter an account
number when you set up the vendor's record, QuickBooks puts the
memo in the Memo field of the check. If you did enter an account
number, the account number appears in the Memo field of the
You can enter as many as 4095 characters in the memo.
In the Expenses tab, click in the Account field and choose an expense account from the drop-down list.
What if an account is already filled in?
If you need to assign the bill to more than one expense account, click in another Account field and enter the account there.
(Optional) To correct mistakes in the detail area, click
Clear Splits or
Save the bill.
Enter a bill for items
Void or delete
reminder to pay bills