Bills
Track every supplier bill and subcontractor invoice against your project budget, and record payments as they go out.
What are Bills?
Bills are what comes in to you — the invoices you receive from suppliers, subcontractors, and other vendors on the project. Alongside formal bills, the module also handles quick expenses (petty cash, ad-hoc spend) and vendor credits (refunds or credit notes). Every record links back to your project cost structure so spending rolls up into budget reporting without extra work.
Bills live inside each project. Open any project from your dashboard and select Bills from the sidebar to get started.
Click "Bills" to expand · Then click any stage to see details
Record Types
The Bills module handles three kinds of records — pick the right one when you click Add.
Click "Record Types" to expand · Then click any type to see details
Each type shares the same core structure (vendor, lines, totals, status) but the form adapts to the type you pick, so logging a quick expense doesn't feel as heavy as a full supplier bill.
Adding a Bill
Click Add Bill (or Expense, or Vendor Credit) to open the form. Each record captures:
| Field | What it means |
|---|---|
| Bill Name | Descriptive title for your reference |
| Bill ID | Auto-generated identifier |
| Bill Reference | The supplier's own invoice or receipt number |
| Vendor | Picked from your contacts directory |
| Bill Date | Date on the supplier's invoice |
| Due Date | When payment is due |
| Notes | Any context or memo for the team |
| Currency | Usually your organisation's default |
Link the bill to a subcontract reference where relevant, so subcontractor claims stay tied back to the original contract.
Line Items and Cost Codes
Every bill has at least one line item. For each line, capture:
- Description — what the line is for
- Quantity and Unit — e.g. 20 bags, 5 hours
- Unit Cost — price per unit, with the line amount calculated automatically
- Cost Code — optional project cost code for budget tracking
- Reference — optional link to an estimate, allowance, or change order
Assigning cost codes is where the Bills module becomes useful beyond accounts payable — once codes are on the lines, actual spend rolls up to your project's cost structure so you can see budget-versus-actual at a glance.
Bill Statuses and Approval
Every bill moves through one of seven states:
| Status | Meaning |
|---|---|
| Draft | Captured but not yet reviewed |
| Pending | Submitted for approval |
| Approved | Approved for payment |
| Partially Paid | Part of the balance has been paid |
| Paid | Fully paid |
| Overdue | Past its due date with balance outstanding |
| Cancelled | Voided — no longer active |
The approval flow is lightweight — a reviewer flips the bill to Approved once they're happy, then payments can be recorded. Overdue is set automatically once the due date passes without full payment.
Recording Payments
Click Record Payment on a bill and capture:
- Payment date — when you paid the vendor
- Amount — full balance or a partial amount
- Method — bank transfer, credit card, cash, or cheque
- Notes — reference number or internal memo
Partial payments flip the bill to Partially Paid until fully cleared. Every payment is kept as its own entry so the full history is visible on the bill.
Filtering and Managing
The bills table comes with filters for everything that matters:
- Search — match by bill ID, name, vendor name, or bill reference
- Status filter — Draft, Pending, Approved, Paid, Partially Paid, Overdue, or Cancelled
- Record type — Bills, Expenses, Vendor Credits, or all
- Vendor — filter to a single supplier
- Cost code — see every bill tagged to a specific code
- Subcontract — filter by the linked purchase order or subcontract
- Date range — filter by bill date
- Bulk select — tick rows to delete several bills at once
Click any bill row to open and edit it. Fields stay editable at every stage, so corrections and additional notes are never a problem.