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    QuickBooks: How Documents Post

    A bill

    A vendor emails an invoice. This is everything between that email and an open bill in QuickBooks.

    See an actual bill

    How a vendor bill reaches QuickBooks: the fields are read off the document, the vendor is matched to one already in your file, each line is coded to an account from your chart of accounts, and the written payment terms plus the invoice date resolve to a dated due date. Before anything posts it is checked against the bills already there for a duplicate.
    Bills and credit memos share one per-provider setting with three positions, and what separates them is whether a vendor you have never billed before can go through without you looking at it. Manual: everything waits for you, known or not. Hybrid, where a new connection starts: a vendor already in your books goes through on its own while a new one waits. Automatic: a new vendor goes through too, with no impersonation check. The duplicate and reconciliation checks run in every position.
    The resulting record in QuickBooks: a bill carrying the vendor, document number, date and the resolved due date, with each line on an account from the chart of accounts, the original invoice attached, and the total. Open in Accounts payable. Unpaid, waiting to be paid.
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