QuickBooks Tags & How to Enter Bills in QuickBooks Online (Simple Guide 2026)

 If you’re using QuickBooks Online, you’ve probably come across things like tags or the option to enter bills—and maybe wondered how they actually help in day-to-day work.

The truth is, once you understand these features, they can make managing your finances a lot easier and more organized.

In this guide, I’ll walk you through:

• What QuickBooks tags are (in plain English)
• Whether tags are going away in QuickBooks Online
• How to search tags in QuickBooks Online
• And the easiest way to enter bills in QuickBooks Online

What Are QuickBooks Tags? (Explained Simply)

Think of QuickBooks tags like labels or sticky notes you attach to your transactions.

For example, you might tag expenses as:

• “Marketing”
• “Office Setup”
• “Client Project A”

This doesn’t change your accounts or bookkeeping—it just helps you organize and find things faster later.

Why People Use Tags

Tags are useful when you want to:

• Track spending for specific projects
• See how much you spent on an event or campaign
• Quickly filter transactions without messing with your chart of accounts

They’re simple, flexible, and easy to use—that’s why many users liked them.

Are Tags Going Away in QuickBooks Online?

Yes… and this has confused a lot of users.

QuickBooks has started phasing out tags or limiting their use. Instead, they’re pushing users toward more structured tools like:

• Classes
• Locations
• Custom fields

👉 In simple terms: tags were flexible, but these new tools are more powerful for reporting.

What should you do?
If you’re using tags a lot, it’s a good idea to slowly switch to these alternatives so you don’t run into problems later.

How to Search Tags in QuickBooks Online

If you’ve already been using tags, finding your tagged transactions is pretty easy.

Here’s how:

1. Go to Expenses or Banking
2. Click on Filter
3. Look for the Tags option
4. Select the tag you want
5. Apply the filter

That’s it—you’ll instantly see all transactions linked to that tag

How to Enter Bills in QuickBooks Online (Step-by-Step)

Now let’s talk about something really important: entering bills in QuickBooks Online.

This is how you keep track of money you owe to vendors (but haven’t paid yet).

Simple Steps to Enter a Bill:

1. Click + New
2. Select Bill
3. Choose the Vendor
4. Fill in the details:
• Bill date
• Due date
• Bill number
5. Add the expense or item details
6. Click Save and Close

A Quick Tip: Don’t Mix Up Bills and Expenses

This is a very common mistake.

• Use Bills → when you will pay later
• Use Expenses → when you already paid

Getting this right keeps your reports accurate and your accounts clean.

Best Practices for Entering Bills

If you want to avoid headaches later, keep these tips in mind:

• Always double-check vendor names
• Use the correct category (this affects your reports)
• Add attachments like invoices if possible
• Set the correct due date so you don’t miss payments

Small habits like these make a big difference over time

How to Categorize Tips in QuickBooks

If your business deals with tips (gratuities), here’s a simple way to handle them:

• Tips received → record as income
• Tips paid out → record as expense

You can also create separate accounts like:

• “Tips Income”
• “Tips Expense”

This keeps everything clear and easy to track

Quick FAQ

What are QuickBooks tags used for?
They help you label and organize transactions for easy tracking and reporting.

How do I enter bills in QuickBooks Online?
Go to + New → Bill, add vendor details, enter the amount, and save.

Can I still use tags in QuickBooks Online?
Yes, but they are being phased out, so it’s better to start using alternatives like classes or custom fields.