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
Go to the Vendors menu and click Pay Bills.
What if I don't see all my bills?
If you have more than one accounts payable account, choose the
one that you want to use to pay these bills.
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
Click in the
column next to the bill.
Click the Select All Bills button.
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.
Lists the bills by their due date, oldest first.
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.
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.
Set any discount or
credits that you want to
apply to the bill.
Click the Payment Account drop-down arrow and choose
the account from which you want to pay the bills (such as
Click the Payment Method drop-down arrow and choose
Check (even though you're not paying with an actual check).
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.
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.
Click the Pay Selected Bills button to record the bill payment.
The Payment Summary window
opens to show the bills you successfully paid.
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.
discounts and credits to bill payments
reminder to pay bills