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Bills and expenses

Bills are what suppliers ask you to pay. Add one with its photo or PDF, approve it so it goes into the books, then pay it when it's due. An expense is something already paid, there and then.

2 minutesAnyone with Books access; approving needs full access unless you allow itWorks on a phone

  1. Open Books, then Bills

    On a computer, choose Books in the sidebar. On a phone, tap More, then Books. Tap Bills. The chips show Drafts, To approve, To pay, Paid and Void.

  2. Add a bill

    Tap Add a bill. Type the supplier's name under A supplier to find them, or to add them. Add Their number, the day it's Dated and when it's Due.

  3. Add the lines

    For each line: what it was for, the Account, the Tax code and the amount. Say whether The prices on it are Tax on top, Include tax or No tax. The total and tax are worked out as you go.

  4. Keep the bill itself

    Tap Take a photo, or upload a photo or PDF. It's kept sealed with the bill, for your books only. Changes save as you go, as a draft.

  5. Approve it

    Tap Approve. The bill goes into the books and waits on To pay. A bookkeeper's bills wait for someone with full access, unless Bookkeepers can approve bills is on in Books settings.

  6. Pay it

    Open it and tap Record the payment: Paid from, Paid on and how much. Or on To pay, tick several and tap Pay these: one payment per supplier.

  7. Record an expense

    Paid there and then, by card or out of a director's own pocket? On Bills, tap Spend money, fill it in the same way and pick what it was Paid from (the director's loan if it was theirs).

Good to know

  • A credit note from a supplier? Tap Add a credit at the bottom of Bills.
  • Withholding tax, where your country has it, can be held back on a payment and paid to the tax office instead.
  • A bill in another currency asks what it cost in your books' currency.
  • Change it puts an approved bill back to a draft. Void it reverses it in the books and keeps it, marked void.
  • Suppliers lists everyone you've had a bill from, with the account their bills usually go to.
  • Reading a bill from its photo by itself, and bills emailed in, are on their way.

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