How to enter expenses in QuickBooks Desktop (checks, debit cards/ACH payments & credit card charges)

In QuickBooks Desktop, there are two main workflows to record purchases. The one you use depends on whether your vendor gives you time to pay.

If your vendor sends you an invoice or a bill and you pay them later, you enter a Bill first.

When you pay the bill, you record a Bill Payment. For more info on how to record a bill or payment, check out this video!

If your vendor doesn't give you time to pay and expects payment when you receive the goods or services, you can record a Check or a Credit Card Charge.

For most businesses, you can use a combination of these workflows. You might enter bills from vendors you purchase inventory from, or when your utility company sends you a bill. You might record credit card charges if you purchase something online with a credit card. When you use your debit card in a store to purchase job materials, you can use the Write Checks window.

Let’s look at how to record purchases with checks, electronic payments, and credit cards, and how to record payments to your credit card.

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[samyobonyo]

You are a superb lecturer. Thanks for such wonderful explanation.

[karencox]

Hello. How do I enter a check to show up in the registry even though it hasn't been cashed. I have the cheapest version because this is for personal use and not for business.

[tammymartin]

How would you enter items such as internet service, car insurance monthly bill, utilities bill that are all ACH or CC. Would you enter it in the vendors list as a bill then pay the bill or just do pay bill? Thank you for the help.

[mjlopez]

How can I add check numbers to items I accidently paid already?