How to add bills to Accounts Payable

Article author
Igor
  • Updated

Adding bills centralizes your accounts payable, ensuring you never miss a due date while keeping the accounting software you use organized and up to date.

There are several ways to get your bills into Accounts Payable, so you can choose the method that best fits your current workflow. Whether you want to type in details manually or let our technology extract the info for you, this guide covers every step.

Ways to add your bills

Create a bill manually

Use this method if you have the invoice details in front of you and want to enter them directly into the platform.

Start the bill creation

1 - Sign in to your Accounts Payable account.

2 - Select the Bills tab. 

3 - Select Create a bill.

Enter basic bill details

4 - Enter the Vendor business name, Bill Amount, and select the currency. 

5 - Select the Due date. The default is set to today. 

6 - (Optional) Enter the Invoice date and Invoice number. Adding a note to yourself can also help track what the bill is for. 

7 - (Optional) Under Payment frequency, you can choose to make this a recurring payment.

Add line items and accounting details (Optional)

8 - Select + Add another line. 

9 - Enter the Description and Amount for the item.

Save or pay

11 - Once all details are correct, select Continue to pay to schedule the payment immediately. 

12 - Alternatively, select Save and close to save the bill draft for a future payment.

That’s it. You successfully created a bill.

Upload a bill file

We use smart capture technology to read your invoice and fill out the details for you, saving you manual entry time.

1 - Sign in to your Accounts Payable account.

2 - Go to the Bills tab.

3 - Select Import bills.

4 - Select Upload invoice files from the dropdown list. 

With this method, you can upload up to 10 files at a time.

Alternatively, you can click on Create bill and upload it to the Bill details page.

5 - Choose the file from your device.

Important invoice requirements:

  • One invoice per file.
  • The invoice must be attached as JPEG/PNG/PDF to the email.
  • Maximum file size is 10MB.

6 - After you upload the file, the invoice details will be automatically populated in the relevant fields. 

Review the details and add or edit any of the fields. You can Replace or Delete the file if needed. 

7 - Select Continue to pay to schedule the payment now, or Save and close to keep the bill for future payment.

Now that you’ve uploaded your bills, you’re ready to pay them. 

Upload multiple bill files at once

If you have a stack of digital invoices, you can process them in a single batch. You can upload up to 10 files at a time, each up to 10 MB.

1 - Sign in to your Accounts Payable account.

2 - Go to the Bills tab.

3 - Select Import bills.

4 - Select Upload invoice files from the dropdown list. 

5 - Choose multiple files (PDF, PNG, or JPEG) from your device. 

6 - You’ll see your bills uploading in the bottom right corner. 

7 - Once the upload is complete, the pop-up will show X Uploads, and you can close it by clicking ‘x’ in the right corner. 

8 - Your bills are now uploaded to Accounts Payable. You can see all your new bills in the Bills tab. Continue to review your bills.

Review your uploaded bills

Before a payment can be scheduled, you must confirm that the information Accounts Payable extracted from your files is correct.

1 - Select Review next to each uploaded bill to check the details.
 

Or you can click on the bill in the Bills tab, and select Review bill in the Scanned invoice details window.

2 - Check and edit the details, or add any missing information. Select Save and pay to move to the payment screen. 

Or select More Actions to:

  • Save and pay later: Marks the bill as reviewed and ready for future scheduling.
  • Mark as paid: Use this if you paid the vendor outside of Accounts Payable
  • Delete a bill: Remove the entry entirely.

You can also upload a CSV or Excel spreadsheet. Learn more about it in this article.

 

 

 

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