This article is part of a larger series on Accounting Software.
In this tutorial, we’ll walk you through the process of how to pay bills in QuickBooks Online by printing checks. You’ll also learn how to submit electronic payments for free through the QuickBooks Online bill payment feature.
This guide, one in our series of free QuickBooks tutorials, is designed to help you better learn how to use QuickBooks, our best small business accounting software. To get the most out of our video and step-by-step instructions, we encourage you to follow along in your own account. If you don’t have one yet, you can choose from a 30-day free trial or 50% off for three months.
Pay Bills by Check
Step 1: Navigate to Pay Bills
Click the + New button at the top of the left menu bar and then select Pay Bills in the second column under Vendors, as shown below.
Step 2: Select The Bills You Want to Pay
The Pay Bills screen will provide a list of all bills that have been entered and are still outstanding. Place a checkmark next to the bills you wish to pay. If you haven’t recorded bills in QuickBooks Online yet, you can check out our tutorial on How To Enter Bills in QuickBooks Online.
- A. Payment account: Select the checking account that you wish to use to make the payments.
- B. Payment date: Enter the date to print on the checks. This is usually the current date.
- C. Starting check no.: Provide the starting check number. Alternatively, you can place a checkmark next to Print later to save the checks and print them at another time.
- D. Select bills: Select bills to pay by placing a checkmark in the box to the left of the bill.
- E. Payment: After you select a bill to pay, QuickBooks will default the payment amount to the entire open balance. However, you can change the payment to a lesser amount if you want to make a partial payment.
Step 3: Print the Checks
To print the checks, click the drop-down box next to the green Schedule payment online button and select Save and print. If you’ve printed checks in the past, the green button might already be Save and print. If that’s the case, you should click there.
The Print Checks screen will show all checks that have been saved and are waiting to be printed, as shown below.
Verify the checking account in the drop-down box in the upper-left corner of the screen is the correct account. The screen will only show checks that have been written from the specified checking account. Place a checkmark next to the checks you wish to print, provide a starting check number, and click the green Preview and print button. Finally, follow the on-screen instructions to preview and print your checks.
Printing checks later.
This Print Checks screen can be accessed anytime by clicking on + New at the top of the left menu bar and then selecting Print checks in the second column under Vendors.
Pay Bills Electronically
Step 1: Navigate To Pay Bills Online
Step 2: Select the Bills You Want To Pay
Next, QuickBooks Online will display a list of your outstanding bills. Select the checkbox of the bills you wish to pay and then click on the Next button (not shown) on the Pay Bills window.
Step 3: Enter the Payment Details
Click on the Vendor name for each bill to open a screen to input the necessary information to make an online payment. Provide the necessary payment details, as indicated below.
A. Select payment method: Choose the method you want to use to make the payment. After clicking in this section, you’ll have the following options:
- Bank account (free)
- Debit card (free)
- Credit card (2.9%)
The first time you use each of the payment options, you’ll need to provide the details for your payment account.
Pay any vendor with a credit card.
QuickBooks Online Bill Pay provides a convenient way to pay any vendor with a credit card, even if the vendor doesn’t otherwise accept them.
B. Funds deduction date: Select the date you want the funds deducted from your account. Generally, transfers aren’t instantaneous, so you might need to choose a deduction date a few days before the due date.
C. Select how vendor receives: Specify how you would like the vendor to receive your payment. Both options are free:
- Bank transfer, or automated clearing house (ACH) in one to four business days
- Paper check in five to seven business days
D. Estimated payment delivery: QuickBooks will provide an estimated date that the vendor will receive your payment. If this is after the due date, you’ll need to specify an earlier deduction date or faster delivery method.
Step 4: Select Submit Payment
Once you have provided the details for each bill payment, click the Submit payment button to submit your scheduled payments.
Why You Should Use QuickBooks Online Bill Pay
The QuickBooks Online bill paying service is ideal for businesses wanting more control over when bill payments clear their bank account. If you have several bills and have had difficulty making on-time payments, then QuickBooks Online bill paying can help.
To use the QuickBooks Online bill paying service, you must first enter your bills into QuickBooks and then pay them using the QuickBooks Online bill payment feature. QuickBooks will make the accounting entry automatically to show your bills are paid and no longer outstanding.
You’ve just learned how to pay bills in QuickBooks Online. You can now pay bills by either printing checks or using the free QuickBooks Online bill payments feature. The next tutorial in our QuickBooks Online Training Course is How to Enter Bank Transactions in QuickBooks Online Manually.