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Pay a bill with cash, debit card, ATM card, PayPal, or EFT

Use this method to pay a bill with cash or any form of electronic funds transfer, including a wire transfer, debit card, ATM card, PayPal, and so on.

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 Account drop-down arrow and choose the account from which you want to pay the bills (such as Petty Cash).

  6. Click the Payment Method drop-down arrow and choose Check (even though you're not paying with an actual check).

  7. Select Assign check no.

    When you record your bill payment after completing this form, you are prompted to enter check numbers and dates. You can leave the check number blank, or you can enter something else to indicate the type of payment. For example, you might enter Cash, EFT (for an electronic funds transfer), PP (for PayPal), and so on.

  8. QuickBooks automatically enters today's date in the Payment Date field. For easier reconciliations, you should change this date to reflect the actual date of the payment or the date it affected your account.

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

    The Payment Summary window opens to show the bills you successfully paid.

    Pay Bills Summary window topic goes here

What happens when you record a bill payment?

If you paid by:

  • Check: QuickBooks prepares one check for each vendor and records the checks in the check register with BILLPMT in the Type field.

  • Credit card: QuickBooks records a charge for each vendor in your credit card register.

  • Cash: QuickBooks records a payment for each vendor in your cash account register.

  • Direct Deposit: QuickBooks prepares a direct deposit payment transaction for each vendor, queues it to be sent to the Direct Deposit service, and records a check in the check register with BILLPMT in the Type field.

  • Online banking payment: QuickBooks prepares one online banking payment instruction for each vendor and records the payments in the check register with BILLPMT in the Type field.

QuickBooks records the payment to each vendor in the accounts payable register. The amount you paid appears in the Payment column.

See also

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