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Enter a bill for expenses

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

  1. Go to the Vendors menu and click Enter Bills. Shortcut

  2. Click the Vendor drop-down arrow and choose a vendor or click to enter a new vendor.

  3. 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).

  4. (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.

  5. In the Amount Due field, enter the amount of the bill.

    What if an amount is already filled in?

  6. 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 same vendor.

    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?

    Topic goes here.

    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 check.

    You can enter as many as 4095 characters in the memo.

  7. 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.

  8. (Optional) To correct mistakes in the detail area, click Clear Splits or Recalculate.

  9. Save the bill.

See also

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