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Bills

The Bill module manages all vendor expenses in one place — from creating bills to tracking payments and maintaining accurate records. Record bills from vendors, move them through stages (draft, approved, paid), send bills to vendors, track outstanding amounts, and record payments. Duplication, voiding, and recurring bill management simplify repetitive work, and bills can be downloaded or shared for reporting, audits, or collaboration.

Creating a bill​

  1. Open Bills from the main menu and click Create.
  2. Select a vendor — email, phone, and billing address appear automatically in the Preview.
  3. Set the bill number, bill date, and due date.
  4. Enter category details — category account, quantity, price, billing frequency, amount, description.
  5. Optionally add an attachment, notes, and footer.
  6. Verify the Preview (from/to details, addresses, dates, logo, line items, amount due).
  7. Choose a save option:
    • Save as Draft — saved in Draft, complete later.
    • Save — saved in Created stage.
    • Save & Send — a Send Bill popup appears; To and CC auto-fill from vendor details; click Send.
    • Save & Record Payment — enter payment amount and method; status changes to Paid.
    • Save & Approve — moves directly to Approved.

Bill statuses​

  • Draft — created but not finalized; edit anytime.
  • Created — saved with basic details, no further action yet.
  • Awaiting — submitted for approval, pending review.
  • Approved — reviewed and approved; ready for payment.
  • Rejected — not approved; update and resubmit.
  • Sent — shared with the vendor.
  • Viewed — the vendor opened the bill or payment page.
  • Partially Paid — part of the amount paid, balance outstanding.
  • Paid — fully settled.
  • Void — cancelled and no longer valid (for bills created by mistake).

Actions on existing bills​

From the three-dot (⋯) menu on a bill:

  • Edit — modify fields and save (unless restricted by status).
  • View — open the bill details page, including the Attachments section and Activity history logs.
  • Duplicate — copies all details except bill date and due date.
  • Void — cancels the bill permanently.
  • Send to Vendor — email the bill; or open the view page and Get Share Link to share directly.
  • Record Payment — on an approved bill, enter amount and method; status changes to Paid when fully paid.
  • Send Receipt — on a paid bill, emails the receipt.
  • Download — saves the bill as PDF.

Recurring bills​

  1. In Bills, open the Recurring section and click Create.
  2. Select the vendor (details auto-fill in the Preview).
  3. Set the billing schedule and payment due.
  4. Enter category details (with at least one recurring price), optional attachment/notes/footer, and verify the Preview.
  5. Save — bills generate and approve automatically as scheduled.

Edit: choose an active recurring bill → ⋯ → Edit to modify schedule or details. The first generated bill cannot be edited once created. View generated bills: ⋯ → Created Bill(s). Stop: ⋯ → End — future generation stops.

FAQs​

Can I complete a bill later? Yes — save as Draft.

How does approval work? Send for approval → Awaiting; approved bills move to Approved, rejected to Rejected.

What happens when a vendor views the bill? Status changes to Viewed.

Partially paid? Part of the total is paid; status stays Partially Paid until cleared.

How do I track bill activity? The Activity section shows every action, update, and status change.