Vendor Checklist for Bills Paid

by Barry
(NJ)

I would like to make a Excel file or a list of vendors that I could use as a hard copy, as a printed checklist to check off who has been paid each month, how much, etc. I know this sounds old fashioned but its what works for us. Is there a way to get this from QuickBooks?

Jennifer replies:

Hi Barry,

It might sound old fashioned, but it's a good idea. I do something similar for myself and some of my clients.

I list the recurring vendors in an Excel file in a column. I include the last four digits of the account number if it's important, and also have columns for the statement cutoff dates and approximate bill due dates. It looks something like this:

CitiCard 1234 2nd 25th

Continuing across, I have columns for the approximate amount due, and columns for each month of the year, January - December. As I pay the bills, I put the payment date in the appropriate month's column.

I don't include other information here, such as the actual amount paid or check number. Since I can easily locate this information in QuickBooks, I don't waste the space in Excel.

Another thing I do here is total the approximate amounts due. This lets me know, roughly, how much cash is needed to cover the recurring bills for the month.

I don't know how to do this in QuickBooks. But you can generate a Vendor List and export it to QB to get you started:

Reports > Vendors & Payables > Vendor Contact List (or Vendor Phone List)

Once you get the list, modify it in QB as needed and export it to Excel. Then add the columns you need, such as I mentioned above. Save it with a name meaningful to you. Then fill in the columns as you pay your bills.

I hope this answers your question. Let me know by posting a comment below. Thanks.