Bills

The Bills section under the Accounts module is where you manage supplier expenses and payment records. This module helps record expenses, track unpaid and paid bills, organize supporting documentation, and ensure timely payments.

Key Features

• Bill Entry & Recording: Manually add bills received from vendors or service providers, with details like invoice date, due date, and reference numbers.
• Linked Transactions: Associate bills with Work Orders, Purchase Orders, or specific properties for clear audit trails and cost tracking.
• Recurring Bills: Set up automated entries for regular expenses such as utility bills, service contracts, or management fees.
• Bill Status Tracking: Monitor bill statuses (e.g., Draft, Approved, Paid, Overdue), and filter by vendor, due date, or property.
• Attachments & Documentation: Upload scanned bill copies or receipts as supporting documents directly to each bill entry.
• Export: Export the bills data in CSV format, compatible with accounting platforms like Xero for syncing and reconciling records.

Bills Dashboard

The Bills Dashboard provides a centralized view of all bills in the system. At the top, status tiles display the total number of bills in each stage, offering quick insights into your expenses pipeline. This dashboard helps streamline expense management and track progress at a glance.

Usage Tips

• Search Bills: Use the search bar to quickly find bills by supplier name or bill number.
• View Bills List: Scroll down to see a detailed list of all bills with sortable columns, including key information such as status, supplier, due date, bill amount and export status.
• Filter Search Results: Use the search filters to refine search results for an Expense Type, Bill Export Status and Bill date range.
• Create New Bills: Click the button and select New Bill option to create a new bill.
• Edit Bill: Click at bill number to edit the bill.

Status Description

Export Options

From the Bills Dashboard, you can export bills data in CSV format using the available options under the Export menu:

• Bills - Summary - Exports a summary of all bill-related expenses, including supplier invoices, card payments, and other accrued expenses.
• Bills - Cash Summary - Exports only cash-based expenses such as petty cash payments and immediate out-of-pocket expenditures.

To export bills, click at button, choose Export, and select the appropriate option.

These CSV files are compatible with accounting platforms like Xero (e.g., for import into Xero > Expenses), making it easier to sync and reconcile your financial records.

Bill Creation & Editing

To add a new Bill, click at button and select New Bill option. To create or edit a bill, you’ll enter the following information:

Fields Overview

You must fill in required fields, marked with a red asterisk (*).

Invoice Lines

Each bill can include multiple items or services listed as invoice lines.

Bill Detail View

Each bill has multiple tabs including Invoice Lines, Notes, Payments, Documents, and Activity. These tabs provide information on associated records for this bill.

Notes

Use this tab to manage Debit Notes associated with Bills. Use this area to issue adjustments for overpayments, returns, or billing corrections.

Payments

Track historical payments made against the bill. The following table describes the payment list columns:

Documents

The Documents tab displays all files uploaded to this bill.
To add supporting documents, click Upload Document. In the upload dialog, you can either drag and drop files or browse to select them manually.
Supported file types: PDF, Word, Excel
Maximum file size: 15 MB

Activity

Displays system-generated logs and interactions related to the bill lifecycle.

Actions Menu

The Actions menu provides quick access to key operations related to the selected bill:

• Edit Bill
  Opens the bill in edit mode, allowing you to modify bill details such as items, dates, and amounts.

• New Note
  Adds a Credit Note or Debit Note linked to this bill, typically used for adjustments or corrections.

• Pay Bill
  Initiates the payment process for the bill, allowing you to record or apply a payment.

• Export
  Exports the bill data in CSV format, compatible for import into Xero > Expenses. Useful for syncing records with your accounting platform.

Bill Payments

The Payments tab allows you to record and manage payment transactions associated with a bill. This ensures accurate tracking of liabilities, avoids double payments, and keeps your vendor relationships healthy.

How to Make a Payment

To initiate a payment for a bill:

1. Open any Approved bill.
2. Click the Actions button and select Pay Bill.
3. A Payment Information dialog will appear for you to enter payment details.
4. Click Save Payment to confirm and apply the transaction.

Fields Overview

You must fill in required fields, marked with a red asterisk (*).

After Payment Is Saved

Once the payment information has been saved:

• The Payments tab will display a new payment entry with all recorded details.
• The Balance on the bill is reduced accordingly.
• If the balance reaches 0, the bill is marked as Paid.
• You can edit or remove payments if needed.

Example Scenario

Best Practices

• Always verify the Payment Method and Account before saving.
• Use unique Payment References to avoid reconciliation errors.

Need more help? Visit FAQs or contact our support team!