After I enter expenses, how do I pay them?

Hi there, @bythebookbusiness98. If you have already used the Expense or Check screen, QuickBooks considers that money already spent and the transaction closed. To manage a 'to-do' list of payments, use the Bill workflow instead.

QuickBooks follows a specific two-step process for money you owe. First, you record the bill to show the expense, and later, you use the Pay Bills feature to show the money actually leaving your bank account. Go to + Create > Bill. Fill in the vendor and category details. This records the expense on your books but keeps the balance in Accounts Payable until you're ready to pay.

When it's time to send the money, don't create another expense. Instead, go to + Create > Pay Bills. Select the Payment account (the bank or credit card you're using) and check the boxes for the bills you want to pay. Enter the amount for each payment and select Save.

Since you entered the transaction as an Expense but haven't actually paid the vendor yet, you've essentially told QuickBooks the money is gone when it isn't. The cleanest way to fix this is to delete the Expense transaction and re-enter it as a Bill. This ensures the cost stays on your 'Pay Bills' list and doesn't mess up your bank reconciliation.

Why does this matter? If you enter a Bill and then try to pay it by creating a separate Expense, you'll end up 'double-counting' the cost. Your reports will show the expense twice, and the original bill will stay open as if you still owe it. Using the Pay Bills window links payments to bills, ensuring accurate vendor balances and Profit & Loss statements.

Feel free to comment below if you need further inquiries or require additional assistance. We're here to help!