Add a Bill

Adding a bill is similar to adding an expense. However, when adding a bill, you can also include Retainage, the percentage of the payment withheld until the project is fully or substantially completed.

To add a bill:

Go to Account Payable > Bill.
Select + New Bill > Bill.

In Essentials, fill in the necessary information:

Vendor: The company or individual you are receiving the bill from.
Job (optional): Assign the bill to a job if it relates to a specific project to help track job costs accurately.
Transaction Date: The date the bill was issued.
Posting Period: The financial period in which the bill should be recorded.
No.: The bill or reference number for tracking and documentation.

4. (Optional) You can also select + Add Item to add new items. This section allows you to specify the details of each item or service associated with the expense:

Account: Choose the correct account category (e.g., materials, subcontractor cost, equipment).
Description: A short explanation of the item or service being billed.
Cost Code: Select the correct cost code to ensure accurate job costing.
Amount: Enter the dollar amount for each item.
Billable: Mark whether this cost can be billed to a customer.
Delete (under Actions): Remove any item added by mistake before saving the bill.

(Optional) In Lien Waivers, you can upload a supporting document, such as a PDF, image file (JPG/PNG), or scanned copy of the waiver. You can also select the appropriate waiver type:
- Unconditional Progress: Used when the vendor has already been paid for a portion of the work and gives up their right to file a lien for that payment immediately.
- Conditional Progress: Used when payment is expected but not yet received. The waiver becomes effective only when the payment clears.
- Conditional Final: Used when the vendor expects final payment for the full scope of work. The waiver becomes effective once final payment is received.
- Final: Used after the vendor has received full and final payment. This permanently waives their right to file a lien for the completed work.
- Other: Any additional document that may apply outside the standard categories.

Select Save to complete the process. Your bill will now appear in the Accounts Payable list, ready for approval, payment, or further review.
(Optional): Go to the Paid tab to see your created bill.

With your bill recorded and retainage applied, you are set to manage vendor payments more accurately and keep your job costs on track.

See also