• Enter a bill
• Bill details
• Edit a bill
• Add a document to a bill
• Delete a bill
• Restore a bill

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Enter a bill

You can enter a bill from 3 places in Bill.com, choose which one works best for your workflow:

• From the Left Navigation menu:

  1. Click Bills in the left navigation menu
  2. Click Enter bill on either the Unpaid Bills tab or All Bills tab
  3. Enter bill details
  4. Click Save and close if you have no more bills to enter, or Save and next to enter the next bill

• From an individual Vendor record:

  1. Click Vendors in the left navigation menu
  2. Click the Vendor name
  3. Click Create bill on the Bills tab
  4. Enter bill details
  5. Click Save and close if you have no more bills to enter, or Save and next to enter the next bill

• From a document in your Inbox

  1. Click the document you'd like to use in your Inbox
  2. Select which pages to include by clicking All or None next to associate to bill to include all/none, or check Associate to bill per page to select individual pages
     
     • Any pages not included will stay in your inbox to be used later
  3. Click Enter bill
  4. Enter bill details
  5. Click Save and close if you have no more bills to enter, or Save and next to enter the next bill

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Bill details

• Vendor Name: The company or person you will pay
  • Click Last 5 Bills to see recent bills for the vendor
• Invoice Number: Any numbers or letters to help the vendor identify the bill
  • Purchase Order Number: If your account has Purchase Orders enabled, you will see this field to enter your purchase order number
• Payment term: How soon the vendor expects payment
  • Will default to the vendor's payment terms if you set them, but you can scroll or type and search to select alternate payment terms, or click the magnifying glass and Add New Payment Term
• Invoice Date: The day the vendor created the invoice
• Due Date: specific date the vendor expects payment
  • Filled automatically if you select Payment Terms
• Amount: The total amount of the bill
  • You can either manually enter the bill total, or leave this blank if you will be splitting the bill into line items, and the system will calculate the total for you
  • Negative line items are allowed as long as the balance due is greater than or equal to $0
• Exchange Rate: If your vendor's currency is not USD, you will see an exchange rate field, which we pre-populate with the estimated exchange rate for the day. You can edit the rate if you'd like, but the rate on the day you pay it will be based on current exchange rates and cannot be changed
• Bill Description: Statement that explains what the bill is for (for your internal purposes only, your vendor will not see it)
• Check Use this for expense description to copy the Bill description to this expense description.

Expenses

• 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
• Description: Optional field to enter a description that differs from the Bill Description

To use the following categories, you will need to enable them in your settings:

1. Click Settings

2. Click Preferences under Accounting

3. Click the Edit icon

4. Select Yes for classifications you'd like to use

   • 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
   • See the article on the bottom of this page for more information on billable items

Items

To use Items on Bills, you will need enable this setting:

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

Adding items to Bills:

1. Click Items next to Expenses to view the items entry grid
2. Enter items and details
   • To mark a line item as billable to a customer or job, switch the Billable toggle to on.
     • See the article on the bottom of this page for more information on billable items
   • 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.
     

Approvers

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

1. In the Approvers box, click in an approver field, and all available approver names will popup
2. Select the approver, and repeat for each approver
3. Click and drag to reorder approvers

Notes

Any notes you add here are visible in the Notes section on the Bill details page and all users who have create/ edit bill permissions can see them. Click "@" followed by a username to tag a user in the note, and we will notify them via email

Check Show to vendor to make a note visible to the vendor themselves.

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Edit a bill

Add or edit details about a bill, a description of the bill, payment terms, and approvers any time before the bill being paid. Once the bill is paid in full, the vendor name and bill amount will no longer be available to edit.

1. Click Bills in the left navigation menu
   • If the bill to be edited is not listed, it may not be an unpaid bill
   • To see all Bills, change Payment Status drop down to All
2. Click the Invoice Number of the bill to be edited
   • Hover over the vendor name to see details such as payment method, payment address, pay to, payment terms, autopay setting, 1099 status, tax ID, and primary email address
3. Click More actions
4. Select Edit bill
5. Edit the bill information as needed
6. Click Save
   

Reasons a bill cannot be edited

• Once the bill has a scheduled or posted payment (partial or in full), the vendor name and bill amount will no longer be available to edit
  • You can edit the amount fields in split expenses line items to match total bill amount
• The bill is approved by all approvers and your approval settings do not allow edits after all approvers have approved
• The bill is dated before your Books Closed Date

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Add a document to a bill

You can add a document to a bill, even if you already saved the bill.

1. Click the document you'd like to use in your Inbox
2. Select which pages to include by clicking All or None next to associate to bill to include all/none, or check Associate to bill per page to select individual pages
   • Any pages not included will be available to use later
3. Click More Actions, hover over More Actions, and click Bill
   • Hover over Add to recent to quickly associate the document to one of the last 5 most recently created bills.
4. Select the vendor from the drop down, and enter the invoice date range to narrow the search, or leave it blank to show all bills for this vendor
5. Click Search
6. Select the bill to attach the document
7. Click Save

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Delete a bill

If you no longer need a bill in Bill.com, you can deactivate it, if it is completely unpaid. Bill.com does not have a void bill option. A paid/partially bill cannot be deactivated.

Note: For audit and security purposes, when a bill is deleted in Bill.com, it is not completely deleted, but moved to inactive status. Not to worry, though! Inactive bills cannot be paid unless they are reactivated.

To deactivate a bill, you must have manage bill/document permissions.

1. Click Bills in the left navigation menu
   • Alternatively, click Vendors, and click the vendor's name
2. Click the bill's invoice number
3. Click More actions
4. Click Delete bill

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Restore a bill

To reactivate a bill, you must have manage bill/document permissions.

1. Click Bills in the left navigation menu
2. Click All Bills tab
3. Click Filter, click Active under Show, click Inactive, and click Apply
4. Click the bill's invoice number
5. Click More actions, and click Undelete

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