Accounts Payable / Bills
Creating and approving a bill
Entering a bill and the approval gate before it can be paid.
A bill has a vendor, an issue date and due date, line items (description, quantity, unit price, tax), and an optional project. Totals recalculate as you edit lines, the same way invoice and estimate totals do.
Approval gate
A bill can't have a payment recorded against it until it's Approved:
- Draft — being entered or corrected.
- Awaiting approval — submitted by someone in the Billing role, who can enter and submit a bill but can't approve their own entry — a deliberate separation of duties.
- Approved — an Owner or Admin signs off. If an Owner or Admin submits the bill themselves, this happens in one step — there's no separate "awaiting approval" wait, since they already have the authority to approve it.
- Rejected — sent back to Draft with a note explaining why, ready to be corrected and resubmitted.
Attachments
Attach the vendor's own invoice or receipt to a bill the same way you attach files to an invoice or estimate — drag and drop, or choose a file. On a phone or tablet, a Take a photo button opens your device's camera directly, so you can snap a paper receipt on the spot. Bill attachments are internal only; they're never visible through the client portal.