Pay Bills

Pay entered bills from Vendor by check (or other forms of payment)

To pay already entered multiple bills:
From the home page screen

  • Create + sign (upper middle)
  • Under Vendors, select “Pay Bills”
  • Once you are on the “Pay Bills” screen
  • “Paying bills” is available in QuickBooks Plus and QuickBooks Essentials only. Not available in Simple Start (or Easy Start) plan.

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    Payment account
    Verify (or select) the Bank Account or Credit Card Account to record the Bill payments from.

    Bank balance
    Make sure positive bank balance to pay these bills

    Payment date
    Enter payment date for printing checks.
    {If you already wrote a batch of manual checks (on say Wednesday) and are entering it into QuickBooks (say on Friday), you can mark the bills as paid date on Wednesday.}

    Starting check no.
    If you select a bank account to pay from and printing checks, enter the starting check number. Select the Print later checkbox to add checks to a print queue. That will block starting check number box and replace by “To print” field.
    {For making online payments directly through your bank, you can specify an “online” payment in this field instead of check number. Note: QBO do not do online bill payments.}

    Payee box
    Select payee box to pay bills. It will show the full Bill payment amount on “Payment” column.

    Partial payment
    For making partial payment of the original Bill amount, enter partial payment amount on “Payment” field that becomes your check amount.

    Overpayment
    You can also overpay a bill if you like. Enter payment amount on “Payment” field higher than Vendor Bill amount.

    Credit applied
    If there is Vendor credit balance left to be applied, it will show on “Credit Applied” column. You can deduct full or partial at this time.

    Payment summary
    It will show “Total Payment Amount” on upper right corner. It will show how may bills selected for payment at the bottom left. On the bottom right, it will reflect overview of the bank balance.

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    Record your payments
    There are three ways for you to record the bill payments:

  • Save and close: record payments and close the “Pay Bills” page.
  • Save: record payments and return to the “Pay Bills” page so you can record more payments (from another account, for a different vendor, etc.).
  • Save and print: record payments and go to the “Print Checks” page.
  • You can also “Pay Bills” from two other places:
    Quick way to pay a single bill, you can click “Make payment” from the following Vendors or Expense Transactions pages.

  • Make payment from the Vendors (from the home page screen > left navigation bar > vendors > choose vendor > under action column, select make payment.
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  • Expense Transactions pages (from the home page screen > left navigation bar > transactions > choose payee > under action column, select make payment.
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    Filter Pay Bills

    Once you are on the “Pay Bills” screen, the default setting is at “last 365 days.”

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    To show all bills

  • Select Date = All dates (at the bottom of selection list) and Payee = All > apply
  • To pay bills by location (available in Plus plan)

  • Select filter > under location, choose to pay bills for a specific location > apply
  • To pay over due bills only

  • Select filter > select check box “Overdue status only” > apply

    Just so you know!

    Paying bills for more than 13 bills on one voucher check

    As of right now, QuickBooks Online will always summarize beyond the point of 13 bills on one voucher check. It will show as “Total of additional bills” on line 14 after listing 13 bills. In QBO, there is no way get Bill Payment Stub Detail so the Vendor knows what is being paid. For now, if you have to pay more than 14 bills on one check, stop at less than 14 bills and write a separate check.

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    Tip on print check alignment issue
    You don’t want check that “fit to page” box on your print setup.

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