Enter a new bill

• Bill Summary
• Expense Details
• Adding Items
• Assigning Approvers
• Adding a Document
• Things to Know

There are several places in Bill.com to begin bill creation.

From the Left Navigation Pane:

• Click Bills in the left navigation pane
• Click +Bill

or

• Click Overview in the left navigation pane
• Click +Bill on the Bills To Pay tab

From an individual Vendor record:

• Click Vendors in the left navigation pane
• Click the Vendor name
• Click +Bill on the Bills tab

From the Inbox: Creating a bill with a document

Bill Summary

• Vendor Name - the company or person to be paid
  • Click Last 5 Bills to see recent bills for the vendor
• Invoice Number - any numbers or letters to help the vendor identify the bill
• Payment Terms - how soon the vendor expects payment
  • will default to the vendor's payment terms if selected, but it can be manually changed by selecting a term from the drop down if needed
• Invoice Date - the day the vendor created the invoice
• Due Date - specific date the vendor expects payment
  • filled automatically if Payment Terms have already been selected)
• Amount - the total amount of the bill that needs to be paid
  • Use basic math operators (+, -, *, /) when entering numbers in amount or quantity fields. The system will do the math automatically.
• Description - statement that explains what the bill is for (for internal purposes only)
• Note to Payers or Approvers - a note typed here is visible in the Notes section on the Bill details page and is available to all users who have create/ edit bill permissions

Expense Details

• Split this amount - toggles the ability to enter more than one expense line item
• Account - details about the expense or other type of account applicable to the purchase or service received
  • If the account does not already exist, click Add new account
  • To code the bill to more than one Chart of Account toggle Split this amount to on
  • Negative line items are allowed as long as the balance due is greater than or equal to $0
• Expense Description - optional field to enter a description that differs from the Bill Description

To use the following categories, they will need to be enabled first:

• Department - the Department related to the bill, generally for billable line items
• Location - the Location related to the bill, generally for billable line items
• Customer - the customer related to the bill, generally for billable line items
• Billable - toggles the billable status of the bill
  • If the bill is split into multiple line items, this toggle becomes a check box on each line item
• Item - details about the product or service the vendor is invoicing
  • only available if Split this amount is toggled on
    

Adding Items

To use Items on Bills, the setting will need to be turned on. To turn on this setting:

1. Click the Gear Icon
2. Click Preferences under Accounting
3. Click the Edit icon
4. Select Yes for Use Items in Payables

Adding items to Bills:

• In Expense Details box, select Split this amount - items section will show up at the bottom of the page
• Enter items and details
  • If desired, mark the line item as billable to a customer or job by clicking the Billable checkbox.
  • If the item does not already exist, click Add new item
  • Use basic math operators (+, -, *, /) when entering numbers in amount or quantity fields. The system will do the math automatically.

Assigning Approvers

Approvers - the users who need to approve the bill for payment

• In the Approvers box, click Select approver
• Select the approvers
  • If the approver does not already exist, click Add new approver
• Click and drag to reorder approvers
• Click Done

Adding a Document

• Drag and drop or browse for a saved document to associate to the bill (if applicable)

• Click Save
  • Click Save and new if entering multiple bills

Things to know

• Bills can be created with up to 100 line items