QuickBooks Online — How to create a bill by uploading a PDF copy

Instead of navigating to Vendor center and entering a new bill, did you know that you can upload a copy of the bill you’ve received and have QB “read” and create the bill itself? Let’s give it a try.

1. Go to the Banking Center from left menu

2. Click on Receipts

QBO Banking center Receipts

3. Click on Upload from computer or just drag your bill(s) to the highlighted rectangle. QB will begin processing the file. This can take a few minutes.

Processing uploaded receipts in QBO

4. When it has completed processing, the document will show in a list below the upload center. Here is where you have the opportunity to review. Go to the dropdown menu next to your uploaded file and select Review.

List of processed receipts in QBO

Dropdown menu to review

5. QB thinks you’ve uploaded a receipt. When it doesn’t find a matching transaction in QB it asks if you want to create a bill. Click on Create Bill Button.

Create bill screen for non-matching receipt uploaded

Quickbooks does the heavy lifting for you, automatically entering: The Vendor, Bill date, Mailing address, Due date, Bill Number and Attaches a PDF to the bill in QB.

The first time you upload a bill for a vendor, you may be prompted to add the Payee, Expense Account, Class and other bill details like line item descriptions and optionally add a memo.

After the bill has been created you can find it in the list of Reviewed receipts. Click on the blue link “BILL” and the bill will open. Here you can customize any business, class, description that is needed. You can also go the Vendor center and find the bill there.

Reviewed receipts bill list

Try out this interesting feature and see if implementing Receipts into your workflow saves you time and improves accuracy.