QuickBooks Online
Remittance advice for QuickBooks Online
US QuickBooks Online doesn't produce remittance advice at all. Missing Toolkit: Templates generates it from the bill payment you already recorded — every bill the payment covers, itemized, on your letterhead.
Why QuickBooks Online can't do this
This isn't a formatting limitation. The document simply isn't there. Intuit ships remittance advice in the UK and other international versions of QuickBooks Online and leaves it out of the US edition, with no published plan to add it.
So when a vendor emails asking what your $18,400 ACH transfer was for, the standard answer is to run a Bill Payment List report and reshape it in Excel. QuickBooks Bill Pay can send a remittance notice, but only for payments made through that paid add-on — not for a wire you sent from your bank, not for a check you cut yourself — and the notice it sends is a fixed format you can't brand.
The gap is real enough that other companies sell this one document as a standalone subscription. Here it's one of the document types included in your plan.
What the finished advice looks like
This is the free starter template below, filled with bill payment data. One row per bill the payment settles, resolved automatically from the payment record.
Your Company Name
Remittance Advice
To
Northline Supply Co.
900 Industrial Way
Biddeford, ME 04005
Our account
ACCT-40192
Payment
Date: 06/14/2026
Reference: 5581
Method: Check
Paid from: Operating Checking
| Bill number | Type | Bill date | Due date | Bill total | Amount paid |
|---|---|---|---|---|---|
| NS-88214 | Bill | 05/02/2026 | 06/01/2026 | 7,400.00 | 7,400.00 |
| NS-88377 | Bill | 05/19/2026 | 06/18/2026 | 11,250.00 | 11,250.00 |
| CR-1043 | Vendor Credit | 05/28/2026 | 250.00 | -250.00 |
This is a remittance advice only. No payment is enclosed — the amount above has already been sent.
Vendor credits applied to the payment appear as their own rows, negative, so the column adds up to what actually left your account.
Free remittance advice template
A Word document with the payment details, the bill table, and the total already laid out. Download it, add your logo, and it's ready to generate.
No email required. Open it in Word, swap the letterhead for your own, and upload it to Missing Toolkit: Templates.
What's in the template
Every placeholder below is filled from the QuickBooks bill payment you pick. The row holding the
LINE_
placeholders is repeated once per bill the payment covers.
| Placeholder | Filled with |
|---|---|
| ${VENDOR_NAME} | Vendor display name |
| ${VENDOR_LINE1} | Vendor address line 1 |
| ${VENDOR_LINE2} | Vendor address line 2 |
| ${VENDOR_CITY} | Vendor city |
| ${VENDOR_STATE} | Vendor state/province |
| ${VENDOR_ZIP} | Vendor postal code |
| ${VENDOR_ACCOUNT_NUMBER} | Your account number with this vendor (their Account no. on the vendor record) |
| ${PAYMENT_DATE} | The date the payment was made |
| ${PAYMENT_NUMBER} | The payment reference — the "Ref no." field in QuickBooks |
| ${PAY_TYPE} | How the payment was made: Check, or Credit Card |
| ${BANK_ACCOUNT} | Account the payment was drawn from |
| ${LINE_BILL_NUMBER} | Bill number, or the credit number on a credit row (place in a table row — row will be cloned per line) |
| ${LINE_TXN_TYPE} | What the line settles (Bill, Vendor Credit, Deposit) |
| ${LINE_BILL_DATE} | Date of the bill or credit |
| ${LINE_BILL_DUE_DATE} | Due date of the bill |
| ${LINE_BILL_TOTAL} | Original total of the bill |
| ${LINE_PAYMENT_AMOUNT} | Amount applied to the bill, or negative on a credit row — the column totals the amount paid |
| ${TOTAL_AMOUNT} | Total amount paid |
How It Works
-
1
Connect QuickBooks Online
Authorize the connection through Intuit with OAuth 2.0. Missing Toolkit: Templates reads your data and never writes to it.
-
2
Upload your remittance template
Start from the free template above or mark up your own Word document with ${PLACEHOLDER} tokens. Your fonts, logo, and layout are preserved exactly.
-
3
Pick a bill payment and generate
Browse your bill payments, choose the template, and download the advice as Word or PDF to send on to the vendor.
Common questions
- Does QuickBooks Online have remittance advice?
- Not in the US edition. Remittance advice exists in the UK and other international versions of QuickBooks Online but is absent from the US product. QuickBooks Bill Pay can send a remittance notice, but only for payments made through that add-on, and the format is fixed.
- How do I send remittance advice from QuickBooks Online?
- Record the payment in QuickBooks as you normally would, then generate the advice from it in Missing Toolkit: Templates. You pick the bill payment, pick your template, and download a Word or PDF document to email to the vendor.
- Does it work for ACH, wires, and checks?
- Yes. It reads the bill payment recorded in QuickBooks, so it does not matter how the money actually moved. The payment method and check number are available as placeholders when you want to state them on the document.
- What if one payment covers several bills?
- That is the normal case and the reason the document exists. Each bill the payment settles becomes its own row, with its bill number, dates, original total, and the amount applied.
- Are vendor credits handled?
- Yes. A credit applied to the payment appears as its own row with a negative amount, so the total matches what left your bank account.
- Can I put our logo and wording on it?
- Yes — it is your Word document. Layout, fonts, logo, column choice, and the closing note are all yours. That is the main thing the built-in options elsewhere will not give you.
Stop explaining payments in Excel
Connect QuickBooks Online, upload the template, and send your first remittance advice in minutes.
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