Bills

Bills are purchase documents from vendors and represent amounts you owe.

Where to find it: Sidebar > Purchases > Bills

7.1 Bill Lifecycle

Bills use these operational statuses:

• Draft — Not yet posted
• Pending — Approved and posted, waiting for payment
• Partial — Partly paid
• Paid — Fully settled
• Overdue — Due date passed with balance outstanding
• Void — Cancelled and reversed

Bills also track a separate approval status when bill approval workflows are enabled.

7.2 Creating a Bill

1. Go to Purchases > Bills and click New Bill
2. Select an approved Vendor
3. Optionally choose a Project and one or more Tags on the standard bill flow
4. Set the Bill Date and Due Date
5. Enter an optional Vendor Bill Number
6. Choose the Currency
7. Confirm FX details when the bill is not in base currency
8. Add line items:
   • Description
   • Quantity
   • Unit Price
   • Expense Account
   • Billable and Customer when the cost is billable onward
   • Tax Group override when needed
9. Set the bill-level tax group or choose No Tax
10. Enable Track WHT if needed
11. Save the bill

7.3 Quick Bill

For a one-line expense, use Quick Bill. You only provide vendor, dates, currency, description, and amount.

7.4 Attaching Documents

You can attach the vendor invoice or receipt to the bill. The current bill attachment flow keeps one active attachment per bill; uploading a new file replaces the existing one.

7.5 Approving a Bill

Click Approve Bill on a draft bill:

• If no approval workflow applies, the bill is approved immediately and posted
• If an approval workflow applies, the bill is submitted into the Approvals queue first

Once fully approved, the bill moves into Pending status and becomes payable.

7.6 Voiding a Bill

You can only void a bill if no payment has been applied to it.

7.7 Batch Bills

Batch bills are available when Batch Processing is enabled.

1. Go to Purchases > Batch Bills
2. Add up to 100 bills in the spreadsheet-style grid
3. Save drafts or submit the run
4. Review progress and retry failures

Current batch bill behavior:

• Uses the manual grid workflow
• Supports single-row preview
• Supports retry of failed rows
• Is currently GHS-based in the batch UI

7.8 Withholding Tax on Bills

When Track WHT is enabled on a bill, WHT values are tracked separately and the bill can feed certificate generation later.