Managing Bills

Learn how to add, edit, delete and archive bills

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Written by Support
Updated over a week ago

1. Add a new bill

To add a new bill:

  1. Go to the All Bills tab of the Purchases page.

  2. Click on Add New on the top right of the bills.

  3. Select Add Bill from the drop-down menu.

   4. Complete the contact details. There are mandatory fields.
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When you select a contact, the address field will complete automatically.
Then enter further details about the bill:
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  • To add an additional item select Add Item.

  • To delete an item, click on the button at the end of the item you want to delete.

5. Select Save and Approve when finished.

After you’ve saved the bill, the bill’s view page will appear. You’ll also find the bill entry under the All Bills tab, from where you can manage all your existing bills.

2. View a Bill

To view a bill:

  1. Go to the All Bills tab of the Purchases page.

  2. Select the bill name you’d like to view from the list in the Document No. column. Here you’ll find all the bill details as well as corresponding payments, notes and files. 

Bill Information tab

The Bill Information tab shows the detailed invoice information, including the payee’s name, the account type, quantity, unit cost, VAT rate, VAT total, and total amount. From here you can edit an invoice, add payments, and save the details in .pdf format.

3. Edit a Bill

3.1 To edit a bill:

  1. Go to the All Bills tab of the Purchases page..

  2. Select the bill name you’d like to view or edit from the list in the Document No. column. Select the bill you’d like to edit.

  3. Select Edit Bill on the top right. You can edit a bill only before it has been paid.

   3. When you’ve finished editing, select Save and Approve.

3.2. Add a note to a bill

To add a note to a bill:

  1. Go to the All Bills tab of the Purchases page.

  2. Select the name of the bill you’d like to add a note to from the list in the Document No. column.

  3. Select the Notes tab.

  4. Click on Create New. You can add a title and a message to your note. When finished, click on Add Note.

3.3 Add a file to a bill:

  1. Select Accounts from the sidebar menu then select Purchases from the drop-down menu.

  2. Select the name of the bill you’d like to add a file to from the list in the Document No. column.

  3. Select the Files tab and then select Upload File. Select the file you’d like to upload.

The file formats you can use are: .pdf, .xls, .txt, .png, .gif, .doc, .docx, .jpg, .jpeg, .ods, .xlsx, .csv

The maximum file size is 15 Mb (2 Mb kb).

4. Archive a Bill

To archive a bill:

  1. Go to the All Bills tab of the Purchases page.

  2. Click on the button with three dots under Actions from the bill you want to archive.

  3. Select Archive from the drop-down menu.

You can view archived bills under the Archived Bills tab in the Purchases section.

Please Note: You can only archive a bill if it has no payments allocated to it.

6. Delete a Bill

To delete a bill: 

  1. Go to the All Bills tab of the Purchases page.

  2. Click on the button with three dots under Actions from the bill you want to delete.

  3. Select Delete from the drop-down menu.

It’s only possible to delete a bill if:

  • There are no payments allocated to it.

  • The date of the bill doesn’t fall within a locked period.

  • The bill hasn’t already been included in a submitted VAT Return.

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