Managing Bills

Learn how to edit, void, duplicate, and delete vendor bills.

Viewing Bills

Global Billing List

Access all bills across projects:

1. Navigate to Billing in main menu
2. Use filters to narrow results:
   • Status
   • Vendor
   • Project
   • Due date range
   • Amount range
   • Cost code
   • Variance code

Project-Specific Bills

View bills for a single project:

1. Open the project
2. Go to Financials → Billing
3. See only bills associated with this project

Filtering and Sorting

Available Filters

Filter	Description
Status	Filter by bill status
Vendor	Filter by vendor contact
Project	Filter by associated project
Due Date	Date range (from/to)
Invoice Date	Date range (from/to)
Paid Date	Date range (from/to)
Bill Amount	Amount range (min/max)
Cost Code	Filter by cost code on line items
Variance Code	Filter by variance category
Is Variance	Show only variance bills
Send to QuickBooks	Filter by QB sync flag

Sorting Options

Click column headers to sort by:

• Bill Number
• Invoice Date
• Due Date
• Paid Date
• Title
• Status
• Amount

Editing Bills

Edit Bill Details

1. Click on a bill to open it
2. Modify header fields as needed
3. Click Save

Edit Line Items

1. Open the bill
2. In the Line Items section:
   • Edit existing items inline
   • Add new items with Add Line Item
   • Remove items with the delete button
3. Save changes

Status Restrictions

Some fields may be read-only depending on bill status. Paid and Void bills have limited editing.

Changing Bill Status

Status Transitions

From	To	Action
Draft	Billed	Update status (requires complete data)
Draft	Void	Void the bill
Billed	Ready to Pay	Mark as approved
Billed	Void	Void the bill
Ready to Pay	Paid	Record payment
Ready to Pay	Void	Void the bill
Paid	Void	Void a paid bill (reverses payment record)

Updating Status

1. Open the bill
2. Change the Status dropdown
3. If marking as Paid:
   • Select Paid By method
   • Enter Paid Date
4. Save

Voiding Bills

Void a bill to cancel it without deleting the record:

1. Open the bill
2. Click Actions → Void
3. Enter a Void Reason (optional but recommended)
4. Confirm the action

Paid Bills Can Be Voided

Unlike deletion, paid bills can be voided. This allows you to reverse a payment if needed - useful when a payment was recorded in error or needs to be re-processed.

What Happens When Voided

• Status changes to Void
• Payment fields are cleared (paid_date, paid_by)
• Bill no longer affects job costing totals
• Record is preserved for audit trail
• QuickBooks sync handles based on company setting:
  • Delete: Removes bill and BillPayments from QB
  • Note: Adds "(VOIDED in ReadyBuild)" note to QB bill
  • None: No action in QB

Checkbook.io Restriction

The only restriction: bills with active Checkbook.io payments cannot be voided. Wait for the payment to complete or cancel the payment first.

Duplicating Bills

Create a copy of an existing bill:

1. Open the bill
2. Click Actions → Duplicate
3. A new bill is created with:
   • All line items copied
   • All files copied
   • Status set to Draft
   • Title prefixed with "Copy of"
   • New bill number assigned
   • Payment fields cleared

Use duplication for recurring vendor bills or similar charges.

Deleting Bills

Permanently remove a bill from the system:

1. Open the bill
2. Click Actions → Delete
3. Confirm the deletion

Deletion Restrictions

Bills can only be deleted if status is:

• Draft
• Billed
• Ready to Pay

Paid and Void bills cannot be deleted - use Void instead.

Permanent Action

Deletion is permanent. Consider voiding instead to maintain an audit trail.

Managing Attachments

Adding Files

1. Open the bill
2. Scroll to attachments section
3. For Invoice Documents: Upload vendor invoices
4. For Lien Waivers: Upload waiver documents
5. Drag-and-drop or click to select files

Renaming Files

1. Click the edit icon on a file
2. Enter new name
3. Save

Removing Files

1. Click the delete icon on a file
2. Confirm removal

Exporting Bills

Export to CSV

1. Go to Billing list
2. Apply desired filters
3. Click Export button
4. CSV downloads with:
   • Bill header data
   • Line item details
   • Multiple rows per bill for multiple items

Export Fields

The CSV includes:

• Vendor, Project, Variance Code
• Bill Number, Title, Dates
• Status, Payment Info
• Line item details (name, cost code, amount)

Comments and Notes

Add comments to bills for team communication:

1. Open the bill
2. Click the Comments icon or section
3. Type your comment
4. Submit

Comments appear in the activity feed and notify relevant team members.

Bulk Operations

Bulk Status Update

From the billing list:

1. Select multiple bills using checkboxes
2. Choose Update Status from bulk actions
3. Select the new status
4. Apply to all selected bills

Validation Still Applies

Bulk operations still validate requirements - bills missing required data won't move past Draft.