Easy Tech TutsHow to Receive & Pay for Inventory in QuickBooks Online Easily 2026
By Impran M N
Getting inventory into your books correctly means tracking it from the purchase order through to the actual payment. This guide walks through receiving inventory and recording the payment in QuickBooks Online.
01Create or open the purchase order
Start from an existing purchase order for the inventory items you're receiving.
02Receive the inventory
Mark the items as received, updating your stock quantities to reflect what's now on hand.
03Convert to a bill
Turn the received inventory into a bill if payment isn't happening immediately.
04Record the payment
Pay the bill once funds go out, linking the payment back to the original purchase order and bill.
Frequently asked questions
Do I need a purchase order to receive inventory?
It's not strictly required, but starting from a purchase order keeps quantities and costs consistent through the process.
What if I only receive part of an order?
You can mark a partial quantity as received, leaving the rest open on the purchase order until the remainder arrives.
Does receiving inventory update my stock counts automatically?
Yes, marking items as received updates your on-hand inventory quantities in QuickBooks Online.
Can I pay for inventory before receiving it?
Yes, you can record a payment or deposit ahead of receiving goods, though it's typically tracked as a prepayment until the items arrive.
Watch the full walkthrough
The same steps, demonstrated on screen from start to finish.
