Record vendor bills

A bill is money you owe a vendor. You enter it, open it so BillingMart tracks what is due, and record each payment you make. BillingMart does not pay the vendor. Recording a payment moves no money. Vendors and bills are available on the plans that include vendors and bills, and your trial includes them.

What a bill is, and is not

A bill is not an invoice turned upside down. It has no customer, no property or job link, no pay page and no send count. Its lines are not billed on to a customer. It belongs to a vendor, or to a one-off payee you type in.

Add a vendor

Open Vendors and select New vendor. Only Name is required. You can also add a contact name, email, phone, address, Tax id, Default category, Default currency and Payment terms (days), from 0 to 365. The tax id is kept on the vendor record for your reference. A warning appears if the name or email matches a vendor you already have. Saving still creates a separate record.

The list shows each vendor's open balance and overdue amount. There is no delete. Archive hides a vendor, and Show archived with Restore brings it back. Editing a vendor never changes a bill that is already open, because an open bill keeps the vendor's name and email as they were. A draft bill takes the vendor's current name and email when you open it.

Enter a bill

1. Open Bills and select New bill. From a vendor's menu, New bill starts with that vendor chosen.
2. Pick the Vendor, or leave it empty and type a Vendor name for a one-off bill.
3. Fill in Bill no. (the number on the vendor's invoice), Category, Bill date, Due date and Currency. If the vendor has payment terms, the due date follows the bill date until you type your own.
4. Add the Line items. Each line can carry its own tax rate. The total is worked out on BillingMart's server as you type.
5. Add a Memo. It is internal and never sent to the vendor.
6. To keep the vendor's own invoice, choose an Attachment: a PNG, JPEG, WebP or PDF up to 25 MB. View attachment opens it later.
7. Select Save to keep a draft, or Open bill.

Open the bill

A draft does not count in what you owe. Open bill asks you to confirm. The bill needs a due date and at least one line, the bill date cannot be after the due date, and its vendor cannot be archived. If one is missing you see why. Once open, the vendor, dates, currency, lines and total are fixed. You can still change the category, memo and attachment. The total is worked out again from the lines when you open it.

An open bill counts in what you owe. It becomes Overdue after its due date passes. If your plan lacks bills, saving a new draft or opening one is refused, and what you already have stays as it is.

Record a payment

1. On the bill, select Record payment.
2. Choose the method: Check, Bank transfer, Card, Cash or Other.
3. Enter a reference, such as a check number. It is required. Set Paid on, or leave it empty for today.
4. Check the amount and select Record payment. A partial payment is fine. More than the amount due is refused.

The bill becomes Partially paid, then Paid when nothing is left. Payments shows the bill's payment list.

Void a payment or a bill

Owners and admins can void. Both need a recent sign-in, and both ask for a reason. A second-step code is also required once the date BillingMart sets for it has passed, and the screen may ask for it now.

• Void payment reverses one recorded payment with a matching entry. The bill steps back to what is still due.
• Void bill cancels a bill entered in error and keeps it, marked Void. It is refused while a payment stands, so void the payment first.