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 = 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 manually
- Uploading Bills - Upload invoices with automatic OCR extraction
- 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
Permissions
Creating, editing, duplicating, voiding, and deleting bills all require the Manage Bills permission. Recording bill payments and submitting a Checkbook.io payment additionally require the Pay Bill permission. The Admin, Accounting, and Purchasing roles receive Manage Bills by default; anyone authenticated can view the bill list and individual bills.
The Billing item in the main navigation is hidden when the current user lacks Manage Bills.
See the permission reference for the full list.
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