Billing (Vendor Bills)
Manage vendor invoices and track payments to subcontractors and suppliers.
What is a Bill?
A bill represents money owed to a vendor for work performed or materials provided on a project. Bills are the counterpart to invoices - while invoices track what customers owe you, bills track what you owe vendors.
Bills vs Invoices
- Bills = What you owe vendors (Accounts Payable)
- Invoices = What customers owe you (Accounts Receivable)
Key Features
- Track vendor invoices with line items and cost codes
- Attach invoice documents and lien waivers
- Link bills to projects for job costing
- Track variance/change order costs
- Sync with QuickBooks for accounting
- Process payments via Checkbook.io
Bill Workflow
| Status | Description |
|---|---|
| Draft | Bill being entered, may have missing required fields |
| Billed | Complete bill, awaiting review/approval |
| Ready to Pay | Approved and scheduled for payment |
| Paid | Payment has been processed |
| Void | Bill has been canceled |
Accessing Bills
Bills can be accessed from multiple locations:
- Global Billing List: Main navigation → Billing (shows all bills)
- Project Level: Open a project → Financials → Billing (project-specific bills)
Quick Start
- Understanding Bills - Learn bill concepts and terminology
- Creating Bills - Enter new vendor bills
- Managing Bills - Edit, void, duplicate, and delete bills
- Bill Payments - Mark bills as paid or use Checkbook.io
- QuickBooks Sync - Sync bills with your accounting system
Bill Components
Header Information
| Field | Description |
|---|---|
| Bill Number | Auto-generated unique identifier |
| Vendor Bill # | Vendor's invoice number |
| Vendor | The contact/company you owe |
| Project | Associated project for job costing |
| Invoice Date | Date on vendor's invoice |
| Due Date | When payment is due |
| Title | Description of the bill |
Line Items
Each bill can have multiple line items with:
- Name - Description of the item/service
- Cost Code - Category for job costing
- Unit Cost - Price per unit
- Quantity - Number of units
- Unit - Unit of measure (Each, LF, SF, etc.)
The bill total is calculated as the sum of all line items (Quantity x Unit Cost).
Attachments
Bills support two types of file attachments:
- Invoice Documents - Vendor's actual invoice/receipt
- Lien Waivers - Legal documents releasing lien rights
Related Topics
- Purchase Orders - Orders sent to vendors
- Job Costing - Track costs against budget
- Variance Codes - Categorize cost variances
- QuickBooks Integration - Accounting sync setup