Book vendor bills
Record vendor bills — against a PO or standalone — route them for approval, track aging and settle them under Payments made.
A bill is a vendor's invoice to your firm — the formal demand for payment against a PO or standalone service. Bills are approved by Accounts, aged by the Bill aging report, and settled under Payments made.
Book a bill
Step 1: Open CRM → Purchases → Bills
Click New bill.
bills-01.png
Step 2: Pick the vendor
Vendor's default payment terms populate on the right.
Step 3: Link a PO (optional)
Click Link PO to receive against a specific purchase order. Linking copies the PO's line items so you only tick which ones the bill covers.
Step 4: Enter bill details
Fill in the vendor's Invoice number, Invoice date and Due date. The due date drives aging.
Step 5: Review line items and GST
Line items copy from the PO or can be added manually. The GST block (CGST/SGST or IGST) is computed from each line's tax rate.
Step 6: Attach the scan
Upload the vendor's original invoice PDF.
Step 7: Submit for approval
DRAFT bills are editable; Submit moves the bill to PENDING_APPROVAL and routes it into Accounts' approvals queue.
Approve a bill
Only roles with purchase.approve see the queue — Accounts Team, Admin.
Step 1: Open the Approvals tab on the Bills list
The queue shows every pending bill with vendor, amount and age.
Step 2: Approve or reject
Approving marks the bill payable; rejecting bounces it back to the submitter with a reason.
Amend a bill
Approved bills cannot be edited in place. Use Amend — a new bill version is created linked to the original, so the audit trail is preserved.
Recurring bills
For predictable monthly or quarterly costs (rent, software subscriptions, retainer services), use Recurring bills to auto-generate DRAFT bills on a schedule. Review and submit each DRAFT through the normal approval flow.
Bill aging report
Step 1: Open Reports & audit → Purchases → Bill aging
Bills bucketed 0-30, 31-60, 61-90, 90+ days past due. Export to CSV or PDF.
What's next
- Purchase orders — the committed PO the bill lands against.
- Payments made — settle the bill.