Record a vendor bill

Recording a bill posts it to your books: its lines go to their expense accounts, its tax to input tax, and the total to Accounts Payable as owed to the vendor. A bill tagged to a job counts as that job’s cost from then on. A recorded bill is locked — it can’t be edited, only voided.

Who can do this

Owners, and Staff whose Team has Record a vendor bill. Entering the draft needs Create/edit own vendor bills, which is a separate right.

1. Open the draft — Go to Vendor Bills and open the draft. Its state reads Draft.

2. Check it — Look over the vendor, bill number, dates, job and lines. Press Edit if anything needs changing.

3. Record it — Press Record bill. Spine asks “Record this bill?” and says what will be posted. Press Record bill again to confirm.

A toast says the bill is recorded and how much is posted as owed to the vendor. The bill’s state changes to Unpaid (or Overdue once its due date has passed).

On the bill builder, Save and record saves the draft and records it in one go, after the same question.

A recorded vendor bill's page with Pay bill as the main action, the Total, Paid, Credits applied and Balance due strip, the lines and the Activity panel

Read the bill’s page

Once a bill is recorded, its page shows:

• The state in words — Unpaid, Partly paid, Paid, Overdue or Void — with how late it is, for example “12 days late” or “Due in 5 days”.
• A strip with Total, Paid, Credits applied and Balance due.
• Payments against the bill, each opening its payment.
• Activity, newest first: created, recorded, each payment and credit applied, and voided, with who and when.

The main action is Pay bill while money is owed — see Pay a vendor. The rest sit in More.

Record several drafts at once

1. Tick the drafts — On the Vendor Bills list, tick the bills you want to record. Only drafts count.

2. Record them — Press Record (n) in the bar. Spine asks “Record n bills?” with their total. Confirm with Record bills.

The toast says how many were recorded. Any that couldn’t be recorded are named, with the reason — for example “It’s already recorded.”.

Caution

You can’t edit a bill after you record it. If it’s wrong, void it and enter it again, or record a vendor credit for the difference.

If recording fails, the page says so and nothing is posted. Try again, or check the bill for a missing account.