How To Pay Bills in QuickBooks Desktop

Looking for how to pay Bills in QuickBooks Desktop? Here we are with an article with details to pay bills in QuickBooks Desktop, you can use Pay Bills to manage your payments to various clients. You can have the option to apply the corresponding rebate or credit for each payment. So read this article to know how to pay bills on QuickBooks Desktop. Now, let’s proceed further and discuss the several steps to pay bills in QuickBooks Desktop. But, if you need expert help, feel free to dial our toll-Free No. +1-844-405-0904

Steps To Pay Bills in QuickBooks Desktop

Important Note: It is recommended, do not to write a check for paying the bill. Because if you do this the bill will remain open/unpaid which may cause inaccurate data on financial reports.

  1. First, you need to open the Vendors menu, and later look for the Pay Bills and click on it.
  2. If in case, you are using more than 1 Accounts Payable account then from the A/P Account drop-down, click on the appropriate one.
  3. Now, you have to choose the bills that you need to pay from the table. Go with the below steps to select the bills
    • If you want to choose a bill to pay then tick the checkbox from the checked column.
    • If you want to choose all the bills in the list then click on Select All Bills.
    • If you want to unmark all the bills and start over then click on Clear Selections.

If in case your bill is not showing, then check out the following steps:

  • You may need to insert the bill.
  • If you have already inserted the bill and clicked the Show all bills radio button, then you need to scroll up/down and have to find your bill.
  • If there are lots of bills listed in your bill list then you need to narrow down the entered bills by clicking Due on or before then defining the date on the Show bills segment.
  • You have many A/P accounts and the bill you want is not in the chosen A/P account.
  • The bill is paid in advance. You can run the transaction list through vendor reports to check
    • Open the Reports menu, look for the Vendors & Payables, and later find Transaction List by Vendor.
    • This is Optional. Customize the report that holds the Billing status column.
      • Click on the Customize Report.
      • Later, click on the Billing Status under the Columns section.
      • Now, click on OK.
  1. Set any discounts or credits that you require to use in bills.


A discount is an adjusted amount or percentage that you subtract from the total amount you purchase from the seller. You can set up QuickBooks to use a certain amount or you can enter your personal. Check out the steps to enter a discount:

  • Mark the proper bill, then later choose Set Discount.
  • Insert the discount amount. Note that the discount amount cannot exceed the bill amount.
  • Under the Discount Account drop-down, select the account you use to track discount income. If you haven’t set one yet, you can select Add New.
  • This is an optional step. If you are using classes to track account balances then from the Discount Class drop-down, select the appropriate class
  • Click on Done.


Credit is the amount the seller deducts from your amount. The Credits window shows the available credits. You can set QuickBooks to use available credits automatically or you can set it manually. Check out the following steps to set credit:

  • Mark the proper bill, then later choose Set credits.
  • Click on the credits that you need to apply.
  • Click on Done.
  1. Choose the payment date and method.


  • Click on Check from the Method drop-down list.
  • Choose the proper radio button.
    • To be printed: QuickBooks will create a check for the vendor and add it to the list of checks to be printed. You will have a possibility to print the check at the completion of this task.
    • Assign check number: Assign a check number: Go with this option if you want to write a check manually or use a debit card. After completing this form, When you record your bill payment you are asked to insert the check number (or a reference number if you use a debit card).
  • Under the Account drop-down, select the bank account from which you require to pay the bills.

Credit card

  • Click on Credit Card from the Method drop-down.
  • Under the Account drop-down, click on the credit card account from which you need to pay the bills.

Cash, debit card, or ATM card, Paypal, or EFT

  • Under the Method drop-down, select Check (although you are not working with the original check).
  • Click on the Assign Check number.
  • Note: After finishing the form, you will be asked to insert a check number and date. If you want you can leave the check number field blank or enter something to explain the nature of the payment. EFT, PayPal, or Cash.
  • Under the Account drop-down, click on the relevant account from which you require to pay the Bills.

Direct Deposit

  • Click on the Direct Deposit from the Method drop-down.
  • Click on the suitable account from the Payment Account drop-down list.
  • Points to Remember
    • When you choose a vendor that is set up to get direct deposit payments, QuickBooks provides a QuickBooks account entry that meets with the actual bank account that you defined while setup (both payroll and vendor payments Same for). Note that you can only modify the payment account to another QuickBooks account that is linked with the actual bank account.
    • Direct deposit funds are constantly taken from the actual bank account that is given in the Direct Deposit section of the Account Maintenance window (or Bank Account Information section for Assisted Users). If you want to view the Account Maintenance window, then the first click on the Employees menu, and later click on My Payroll Service, and then choose to Account / Billing Information.

Online Bank Payment

  • Click on the Online Bank Payment under the Method drop-down.
  • If you want to send bill or credit reference numbers with your name and account number, then click on the include reference number. Instead, the payment will not be sent electronically, the payment processor will print and mail the check to the payer.
  • Under the Account drop-down, select the checking account with the online vendor payment service.
  1. Click on the Pay Selected Bills.
  2. The Payment Summary window appears. Select Done if you’re finished paying bills or select Pay More Bills to return to the Pay Bills window.
  3. Now, the Payment Summary window will appear on your screen. Click on Done, If you are paying bills, or click on more bills to return to the pay bills window.
    1.  If you are paying by Direct Deposit.
      • Select Send Direct Deposit to view payments sent to the Direct Deposit Service.
      • Click on Send.
    2. If you are paying by Online Bank Payment
      • See Payments under Send Items in the bank section of your bank feed.
      • Click on the Send items.

Note: Paying bills is also a component of your usual A/P workflow in QuickBooks Desktop.

Hope, you have understood the procedure to pay bills in QuickBooks Desktop. But if you are facing any issue while performing the above steps then you can call our technical support to get the instant solution for your problem. Our expert team of Intuit certified ProAdvisors is always ready to help you at any point in time. Ou can reach us by dialing our toll-free +1-844-405-0904, we are 24*7 available in the assistance of our customers.

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