Enter and pay bills

Bills records what the business owes suppliers. Its tabs list Unpaid, Paid, Void and All bills, with the balance due on each.

Enter a bill

Choose Enter bill and enter the supplier; a name from Contacts links the bill to that contact. Enter the bill's date and number. The due date is filled in from your invoice payment terms; change it to the one on the bill, or clear it if the bill has none. Add a line for each account the bill is spread across, such as Rent or Software, with Add line for more. When the team has Time Tracking projects, a line can name the project its cost belongs to. Put recoverable tax on its own line against Sales tax recoverable. Choose Enter bill; the total will be added to Accounts payable.

A contact's page lists the bills from that contact under Bills, with Enter bill to enter another with the supplier filled in. Bills can be found in Search by supplier, bill number or memo. Both are shown only to people who can open the books.

A received Store purchase order can create its bill from the order; see Suppliers and purchase orders.

Pay a bill

On the bill, choose Record payment, enter the amount (up to the balance due), the date and the bank, card or cash account it was paid from, and choose Record payment. A payment less than the balance leaves the rest owed. Remove, beside a payment, takes off a payment recorded by mistake and reverses its entry.

A bill payment in the bank can be matched under Banking, so it is not counted twice, or recorded from the bank transaction itself; see Import and review bank transactions.

Change or void a bill

Click the bill number, due date or memo to change it, or the supplier when it is not from Contacts. A bill's amounts and lines cannot be changed: Void bill, in the bill's More menu, reverses the bill and keeps it under Void; then enter it again. A bill with payments cannot be voided; remove its payments first.

Attach the supplier's bill as a file under Attachments; see Keep books with Accounting. To enter the same bill every month, choose Repeat this bill in More; see Repeat a bill or journal entry.

A bill in another currency

When a supplier bills in another currency, choose it under Currency and enter the lines in that currency. Also enter Total in the books' currency: what the bill was worth on its date, such as from your bank's rate or the supplier's own conversion. Accounts payable holds that amount, and each line takes its share of it. The bill's balance stays in its own currency.

To pay it, enter the amount in the bill's currency and what left the account in the books' currency. The payment clears its share of the bill at the bill's own amount; the difference goes to Exchange gains and losses. The last payment clears whatever is left, so nothing stays in Accounts payable. Removing a payment reverses its difference too.

Banking does not suggest a bill in another currency for a bank transaction, because its amount in the books' currency is not known until it is paid. Record the payment on the bill, then match the transaction to that entry. A bill in another currency cannot repeat.

For a bill that will not save, Contact support.