Entering a bill with a document

Reduce paper copies of bills by uploading them to the PayMaker Inbox. Create the bill with the document for easy reference. When the payment is issued, the first page of the document will be included on the bill stub (if the payment is not combined with other payments), making it easy for the vendor to process the payment.

Entering a Bill from a document

  1. Click the document you'd like to use in your Inbox

    • If this is your first multi-page document or you have not set a default, you will see a popup to set your preference to attach all pages by default, or just the first page. You can set your selection to be the default, and this can be changed later.
  2. You can manually override the default page inclusion by clicking All or None next to associate to bill to include all/none, or check the box per page to select individual pages

    • Check Associate to bill for each page you'd like to include
    • Any pages not included will be available to use later
  3. Click Enter bill

  4. Enter the bill summary, including:

    • Note to Payers or Approvers - a note typed here is visible in the Notes section on the Bill details page and is available to all users who have create/ edit bill permissions. Click "@" followed by a username to tag a user in the note, who will then receive notification of the note via email

    • Vendor - the company or person to be paid

      • After selecting a vendor, hover over the vendor name to see details such as payment method, payment address, pay to, payment terms, autopay setting, 1099 status, tax ID, and primary email address
      • Click Last 5 Bills to see recent bills for the vendor
    • Invoice Number - numbers and/or letters to help the vendor identify the bill

    • Payment Terms - how soon the vendor expects payment

      • Will default to the vendor's payment terms if selected, but you can scroll or type and search to select alternate payment terms, or click the magniifying glass and Add New Payment Term
    • Invoice Date - the day the vendor created the invoice

    • Due Date - specific day the vendor expects payment, automatically calculated when Payment Terms is selected

    • Amount - the total amount of the bill that needs to be paid

      • You can either manually enter the bill total, or leave this blank if you will be splitting the bill into line items, and the system will calculate the total for you.
    • Bill Description - statement that explains what the bill is for (for internal purposes only)

    • Split this amount - toggles the ability to enter more than one expense line item

      • to make this easier, click undock to open the attached document in a new tab and expand the multi-expense grid
    • Account - details about the expense or other type of account applicable to the purchase or service received

    • Expense Description - optional field to enter a description that differs from the Bill Description

      • Check the "Use Bill description" box to copy the Bill description to this expense description.
        • Expense Description will be locked if this box is checked, so if you want to copy the Bill Description, and then add or edit, check the box, then uncheck and the copied description will remain for editing.

    To use the following categories, they will need to be enabled first:

    • Department (if enabled) - the Department related to the bill, generally for billable line items
    • Location (if enabled) - the Location related to the bill, generally for billable line items
    • Customer (if enabled) - the customer related to the bill, generally for billable line items
    • Billable - toggles the billable status of the bill
      • if the bill is split into multiple line items, this toggle becomes a check box on each line item
    • Item - details about the product or service the vendor is invoicing; only available if Split this amount is toggled on

Adding Items

To use Items on Bills, the setting will need to be turned on. To turn on this setting:

  1. Click Settings
  2. Click Preferences under Accounting
  3. Click the Edit icon
  4. Select Yes for Use Items in Payables

Adding items to Bills:

  • In Expense Details box, select Split this amount - items section will show up at the bottom of the page

    • not available on basic accounts
  • Enter items and details

    • If desired, mark the line item as billable to a customer or job by switching the Billable toggle to on (green).
      • see the article on the bottom of this page for more information on billable items
    • If the item does not already exist, click Add new item
    • Use basic math operators (+, -, *, /) when entering numbers in amount or quantity fields. The system will do the math automatically.

Assigning Approvers

Approvers - the users who need to approve the bill for payment

  • In the Approvers box, click Select approver

  • Select the approvers

    • If the approver does not already exist, click Add new approver
  • Click and drag to reorder approvers

  • Click Done

  • Click save or save and next to save a bill and the next unassociated page will open in the bill creation window

    • If all pages have been associated, the next unprocesed document in your inbox will open

Once you have saved a bill, you can edit that bill and Reorder the pages within the attachment if needed:

  • Use arrows to move selected pages up or down
  • Drag to re-order the pages
  • Enter a page # to move the selected page to the right order
  • Click Apply to see the re-order reflected immediately.

Things to know

  • Bills can be created with up to 100 line items

If you do not see the described feature available in PayMaker, you may not have access to the feature based on permissions for your role and/or your plan does not have this feature. If you wish to get access to the feature, please review the available plans for PayMaker and upgrade accordingly or contact the Administrator of your PayMaker account. Changes in monthly user fees may apply.