Receive a bill and pay it.
From a dropped PDF (or pasted email body) to a paid bill, with AP and cash reconciled at every step. Three-way match optional — covered at the end.
- 01
Add the supplier as a contact
Purchases → Suppliers → New (top right). Set the type to VENDOR (or BOTH if you sometimes sell to them too). Display name is the only required field; everything else can wait.
Why now: the bill posts an Accounts Payable subledger row to this contact. Without a contact, the AP aging report and supplier statements have nowhere to put the line.
- 02
Drop the invoice in (the fast way)
Drag the supplier PDF or photo onto the new-bill form (Purchases → Purchase Invoices → New). The AI bookkeeper extracts vendor, date, line items, and tax into the form within a few seconds — you review, edit if needed, and post.
Or paste the email body / receipt text into the AI chat at /ai and ask "draft a bill from this." Same parser, no upload step. Either path lands in the same form for review.
NoteTip: voice works too — open the mobile app, tap-to-talk, and describe the bill. - 03
Review the bill
Confirm the vendor, the issue date, the due date (defaults to your workspace payment terms — 30 days unless you set otherwise on the supplier card), and each line item. The Account dropdown defaults to a sensible expense account for the line description; override if the AI guessed wrong.
Apply the right tax rate per line. The bill subtotal, tax total, and grand total recompute live below.
- 04
Save as draft, then approve
Click Save. Status: DRAFT. Nothing has posted yet — no AP row, no expense JE. The bill is just a holding form, identical to invoices on the sales side.
When you (or whoever your approver is) hit Approve, the status flips to APPROVED and the JE posts. For an RS 8,500 utility bill the JE looks like:
- 05
Pay the bill
Banking → Payments → New. Pick the supplier, the bill, the bank account it’s coming out of, the date. If you’re paying multiple bills in one wire, add them all to the same payment — the form lets you allocate one cash outflow across many AP lines.
Save. The JE posts:
- 06
Watch AP clear
Reports → Aged Payables. The bill is gone — the supplier’s outstanding balance is back to zero. The cash position on your dashboard is down by RS 8,500. The bill detail page shows status PAID, with the linked payment and the receipt JE id.
The trial balance still ties because every step posted a balanced JE. There is no "regenerate AP" job to run.
- 07
Three-way match (optional but recommended)
If you raised a Purchase Order before the bill, link them: open the bill, click "Match against PO," pick the PO. The system compares quantities and prices line-by-line. Any over-/under-billing surfaces in a variance row that you can resolve before paying.
On Studio and above, the same flow extends to Goods Receipts — three-way match between PO → GR → Bill — for the cleanest stock + cash + AP reconciliation possible.
NoteWhen the three sides agree, the system never asks for confirmation — it just posts. When they disagree, you get a clear delta on each line so you know what to push back on with the supplier.