Easy Tech TutsHow to Add Supplier Purchase Invoices in QuickBook Easily 2026
By Impran M N
Keeping track of what you owe suppliers starts with recording their invoices as bills. This guide covers how to enter a supplier purchase invoice in QuickBooks Online manually, and how to speed up the process using automated receipt scanning.
01Open the Bill form
Click + New and select Bill from the Vendors column.
02Select or add the vendor
Choose an existing supplier or quickly create a new vendor profile.
03Enter invoice details
Type the supplier's invoice number in the Bill No. field and set net payment terms to auto-calculate the due date.
04Categorize the purchase
In the Category Details grid, select the correct expense line, enter the amount, and add a memo note.
05Or use OCR upload
Alternatively, go to Expenses, then Receipts, and drag your supplier invoice PDF into the upload zone to auto-extract key fields.
Frequently asked questions
What's the difference between a Bill and an Expense in QuickBooks?
A Bill tracks an unpaid supplier invoice as accounts payable, while an Expense records a payment that's already been made.
Can QuickBooks auto-fill vendor bill details?
Yes, uploading a PDF invoice through the Receipts tool uses OCR to auto-populate vendor and amount fields.
How do I track what I still owe suppliers?
Run the Accounts Payable Aging Summary report to monitor outstanding bills by vendor and due date.
Can I set custom payment terms per vendor?
Yes, you can select net terms like Net 30 or Net 15 on each bill to control the calculated due date.
Watch the full walkthrough
The same steps, demonstrated on screen from start to finish.
