# Record vendor bills > Keep a list of vendors, enter the bills you owe them, open each one to track what is due, and record payments you made elsewhere. Source: https://support.billingmart.com/jobs/vendor-bills Updated: 2026-10-23 · Applies to: Web · Section: Jobs 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. ## Bills that need approval The owner can require approval for large bills. Approval is off until the owner turns it on in **Settings**, under **Bill approvals**: choose the currency, the amount above which a bill needs approval, and, if you want, a higher amount above which a second, different person must also approve. Changing the policy needs a recent sign-in and a second-step code. When a bill is over the amount, **Submit for approval** takes the place of opening it, and the bill waits under the **Needs approval** tab in **Bills**. Owners and admins can approve, and so can a staff member who was allowed to on **Team**, with **Allow to approve bills**. The person who entered the bill does not approve it, unless nobody else can. One person never gives both approvals. The last approval opens the bill. An approver can **Reject** a bill and give a reason. The bill goes back to a draft with the reason shown. If anyone changes a bill after it was submitted, it needs to be submitted again, so an approval always covers the amount that was approved. ## Recurring bills For a bill that repeats, such as rent or software, open **Recurring bills** and create a schedule. Give it a **Title**, the vendor and lines, a **Frequency**, a **Start date**, and either an **End date** or a **Number of bills**. **Net days** sets each bill's due date. On each date, BillingMart drafts the next bill. You open each draft yourself, as with any bill. An owner or admin can turn on **Open each bill automatically**. A bill that needs approval is still left for approval. If dates have already passed when you save, you are asked about them first. A recurring bill moves no money. ## 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.