The Bill Payments module allows the property manager to process bills that have been paid on behalf of the owner and simultaneously print checks to the vendor. This feature can generate and print professional looking QuickBooks three-part checks, group multiple charges due to a particular company or account and print the charges onto a single check, making bill payments simple and easy. These bills can be exported to QuickBooks to eliminate double entry.

Some examples of monthly bill payments include internet, cable, water, electricity, etc.

In addition to processing bill payments, the module also allows the property manager to print checks or generate ACH files to payout the vendors.


To access the Bill Payments module, go to:

  1. Accounting > Day to Day Bookkeeping
  2. Bill Payments

This table displays a wide variety of information that is associated will the bill or payment.

The default data columns are as follows:

  1. Date Bill Received -- This is the date that the property manager received the bill. This date can be changed in the Bill Payment summary window.
  2. Vendor -- The company, owner, or point of contact that the bill is from and whom is owed payment. This name will also be printed on the "Pay To the Order Of" line on the check.
  3. Transaction Type -- The type of transaction that will appear on the owner statement.
  4. Amount -- The total amount due for the bill and will be the dollar amount printed on the check.
  5. Bill Due Date -- The date that the bill is expected to be paid by.
  6. Paid? -- If checked, the selected bill would have been paid. Once a bill is marked as paid, it cannot be deleted, only voided.
  7. Bill Paid Date -- If the bill has not been marked as paid, this date reflects the expected paid date. Once it's paid, it will reflect the date that it was paid.
  8. Ref / Check -- This is the check number associated to the bill payment. This number can be changed in the Bill Payments summary window.
  9. Memo -- Text seen in the Memo field will be printed on the memo line of the check.
  10. Invoice Number -- The number from the invoice if applicable.
  11. Void Bill  -- If the bill was voided, a check-mark will appear in this column for reference.

Filter & Search Bills

Bill Payments can be filtered by the following:

  • Date Range
  • Due, Received, or Paid Date
  • Unpaid, Paid, or Overdue Bills
  • Vendor
  • Unit
  • Invoice Number or Check Number

To apply a filter or to search for a bill, click on "Search & Filters" to open the filters panel. After applying a filter, click "Apply & Close" to refresh the table.

Add a Bill Payment

To add an Adhoc Bill Payment:

  1. Click on the field, "Add New Bill" and specify the vendor
  2. Once the vendor is selected, click the "Plus" icon

If the vendor does not reflect in the drop-down menu, they may need to be added into the system as a vendor or enabled as a vendor within 'Contacts & Vendors.' To add a new contact or mark them as a vendor, click on "Quick Actions" at the top-menu and select "View/Add Contact."

Bill Payment Screen

A bill record will be created for the selected vendor and the Bill Payment details window will appear.

Adding a bill is faster and easier than ever, thanks to the new "Add Bill" step-by-step interface. Click on a panel to expand it and add the data. There are a total of 4 steps to successfully add a bill:

  1. Add Units
  2. Bill Details
  3. Bill Amount
  4. Finalize Bill Payments

Step One: Add Units

First, add the applicable units that you are paying this bill for:

  1. Select to either choose units to add to the bill or add the default units (if previously configured via 'Owner Bill Details')
  2. Enter the amount for each unit
  3. Enter the Owner Statement Description, for example, "Monthly Internet Bill"
  4. Click the "Save" icon

If the Owner Bills are configured under 'Owner Bill Details' for each specific utility company, the applicable units will automatically appear by clicking 'Add Default Units.'

Step Two: Bill Details

Enter the following details of the bill:

  1. Transaction Type
  2. Date Bill Received
  3. Date Bill Due
  4. Invoice Number
  5. Internal Comments
  6. Payment Method

Step Three: Bill Amount

Though the amounts are entered within Step One, verify the amounts here. 'Calculate Amount' will add up the amount entered against each unit to calculate the grand total. To reference or edit the amounts, click on "View Amounts" to go back to step one.

Specify to process the taxes for this bill to the owner by enabling Tax 1 and Tax 2. The tax will itemize on the owner statements as a debit to the owner:

Step Four: Finalize Bill Payments

Finalize the bill by entering a check memo if applicable, a reference number and verifying the grand total amount of the bill again. To mark the bill as paid and debit the owner, select "Pay Bill."

Please keep in mind, once a bill is marked as paid, it cannot be undone and the amount will be debited from the owner's account. A bill payment can be voided if a mistake was made.

Pay by Check

To print a check to the utility company, be sure to enter the correct amounts and the dates that the bill was received. Then, specify check as the payment method in Step Two and select "Print Check" at the bottom right of the window:

Select the check type and if the check number should be printed on the check. The standard check format is the 'QuickBooks Business laser' check where the pay stub is at the top followed by the two remittances. Or select, "Edit," to customize the check format from the print check window:

To print the check, select "Print." A new tab will open within the browser to view and print the check.

After printing the checks, a pop-up window will appear to confirm that they printed successfully. Click "Yes" to mark the bill as paid and simultaneously debit the amounts from the Owner Accounts.

Please note, once a bill payment has been marked as paid, it cannot be deleted or undone. Instead, a bill payment can be voided and a credit will apply to the Owners Account.

Void a Bill

As mentioned above, once a bill payment has been marked as paid, it cannot be deleted or undone.

To void a bill payment, click the "X" icon next to the bill:

Confirm by clicking the "Yes" button:

This will flag the bill as void and create a credit back to the owner account for the applicable properties.



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