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Pay a bill with a check

How does the Pay Bills window work?

In the Pay Bills window, QuickBooks lists all unpaid bills or all bills due as of a date you enter. You select the bills that you want to pay, and QuickBooks then writes and saves the checks or credit card charges or sends the online banking payment instructions. You also can apply a discount or credits to an individual bill as you're creating the payment for it.

To do this task

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

    What if I don't see all my bills?

  2. If you have more than one accounts payable account, choose the one that you want to use to pay these bills.

  3. Select the bills that you want to pay.

    Select only those bills that you want to pay with the specified Payment Account, Payment Method, and Payment Date settings.

    Do I have enough money in my account to pay the selected bills?

    When you select a bill, compare its Amt. To Pay column against the Ending Balance for the selected Payment Account. If the Ending Balance is a negative number, you do not have enough money in the account to pay all of the bills that you've already selected.

    To select a bill to pay

    1. Click in the Checkmark column next to the bill.

    To select all bills in the list

    1. Click the Select All Bills button.

    To unmark all bills and start over

    1. Click the Clear Selections button.

    You can change the order in which the bills appear in the list.

    To change the order in which QuickBooks lists the bills, select one of the choices on the Sort Bills By drop-down list.

    Due date

    Lists the bills by their due date, oldest first.

    Discount date

    Resorts the list so that bills for which you'll receive an early payment discount appear first. The dates by which you must pay to receive a discount appear in the Disc. Date column.


    Lists the bills alphabetically by vendor.

    Amount due

    Lists the bills by amount due, largest first.

    What if I just want to pay part of a bill?

    To pay only part of a bill now, find the bill in the list and enter the amount to pay in the Amt. Paid column.

  4. Set any discount or credits that you want to apply to the bill.

  5. Click the Payment Method drop-down arrow and choose Check.

  6. In the Payment Method section, select whether you want the check to be printed from QuickBooks or whether you're paying with a hand-written check or debit card.

    • If you plan to print this check from QuickBooks, select the To be printed checkbox. QuickBooks will prepare a check for the vendor and add it to the list of checks to be printed. You'll have a chance to print the check at the end of this task.

    • If you plan to hand-write the check or if you're using a debit card, select the Assign check no. checkbox. When you record your bill payment after completing this form, you'll be prompted to enter check numbers and dates.

  7. Click the Payment Account drop-down arrow and choose the account from which you want to pay the bills.

  8. QuickBooks automatically enters today's date in the Payment Date field. This is the date that will appear on your printed checks. You can change this date if necessary.

  9. Click the Pay Selected Bills button to record the bill payment.

    The Payment Summary window opens to show the bills you successfully paid, and if you selected the To be printed checkbox, to give you a chance to print checks.

    Pay Bills Summary window topic goes here
  10. To print checks, click Print Checks in the Payment Summary window. If you prefer to print checks later, go to the File menu, choose Print Forms, and then click Checks.

See also

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