Enter a new bill

Bill Details

  1. Click Bills in the left navigation pane
  2. Click +Bill
  3. Enter Bill details
    Bill details
    • 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
    • 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)
    • Total 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 for you.
    • 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
    • Account - Chart of Account to code the bill to
      • If the account does not already exist, click Add new account
      • To code the bill to more than one Chart of Account toggle Add multiple expenses to on
      • Negative line items are allowed as long as the balance due is >=0
  4. Drag and drop or browse for a saved document to associate to the bill (if applicable) Drag and drop
  5. Click Save
    • Click Save and new if entering multiple bills

Adding Items

Items - details about the product or service the vendor is invoicing

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

On Bills:

  1. In Bill Details box, select Use items
    • Items section will show up at the bottom of the page Adding items
  2. Enter items and details
    • If desired, mark the line item as billable to a customer or job by clicking the Billable checkbox.
      • Use basic math operators (+, -, *, /) when entering numbers in amount or quantity fields. The system will do the math for you.

Assigning Approvers

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

  1. In the Approvers box, click Select approver
  2. Select the approvers
  3. Click Done
    • Click and drag to reorder approvers
      Assigning approvers

Add additional tracking categories

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

  • GL Posting Date (Intacct)
  • Department
  • Location
  • Customer/Job
    • Billable status
  • Class

Bill details with tracking

Things to know

  • Bills can be created with up to 100 line items

If you do not see the described feature available in Bill.com, you may not have access to the feature based on permissions for your role and/or your plan does not have this feature. If you wish to get access to the feature, please review the available plans for Bill.com and upgrade accordingly or contact the Administrator of your Bill.com account. Changes in monthly user fees may apply.