Finance
Bills, purchase orders and vendors
Record what you owe, approve bills before they reach the books, raise purchase orders, receive goods, and pay vendors.
On this page
The payables side of Finance covers what you owe: bills from vendors, the purchase orders that commit you to spending, the vendors themselves, and the payments you make. It lives under Finance → Payables.
- View
- View Finances
- Create and pay
- Manage Finances (owner-sensitive)
- Approve bills
- Approve bills (owner-sensitive), or Manage Finances
- Where
- Finance → Payables (
/finances/payables)
Bills#
Add a bill for what a vendor has charged you: the vendor, bill date, due date, lines (what it was for, quantity, price, account) and the vendor's document as an attachment.
Approval#
If Bills need approving before they reach the books is on in Finance settings, a new bill waits as To approve. Someone with Approve bills approves it — approve it to put it in the books and on the payment schedule. Until then it is not in your books and not scheduled for payment.
Pay a bill#
Open the bill and record the payment: the date, amount, account it was paid from and a reference. Payables → Payments made lists every payment. When you import the bank statement, the line is matched to that payment.
Book a bill to a project#
A bill can be linked to a project so its cost appears in the project's job costing.
Purchase orders#
A purchase order commits you to buying something before the bill arrives. Purchase orders are shared between Finance and Inventory — the same order appears in both.
Create a purchase order: the vendor, the lines (items from Inventory or plain descriptions), the expected date and the location goods will be received into.
Approve it. It is now committed — Finance's overview counts it under Orders committed, not yet billed.
Send it to the vendor (Sent to vendor).
When goods arrive, receive them — all at once or line by line. Receiving moves stock in Inventory and raises a draft bill for the value received (Raised by a receipt on its purchase order).
Approve and pay the bill as usual.
| Order status | Means |
|---|---|
| Draft | Being written |
| Approved · committed | Money is committed |
| Sent to vendor | Ordered |
| Partly received / Received | Some or all goods arrived |
| Closed / Cancelled | Finished, or not going ahead |
Vendors#
Payables → Vendors lists who you buy from, with their email, payment terms, what you owe them now, their last bill and how much they have billed in all. Vendors are shared with Inventory, where they are shown as suppliers.