Enter, edit, delete, or restore bills

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Enter a bill

You can enter a bill from 3 places in PayMaker, choose which one works best for your workflow:

  • From the Left Navigation menu:

    1. Click Bills in the left navigation menu
    2. Click Enter bill on either the Unpaid Bills tab or All Bills tab
    3. Enter bill details
    4. Click Save and close if you have no more bills to enter, or Save and next to enter the next bill
  • From an individual Vendor record:

    1. Click Vendors in the left navigation menu
    2. Click the Vendor name
    3. Click Create bill on the Bills tab
    4. 4. Enter bill details
    5. Click Save and close if you have no more bills to enter, or Save and next to enter the next bill
  • From a document in your Inbox

    1. Click the document you'd like to use in your Inbox
    2. Select which pages to include by clicking All or None next to associate to bill to include all/none, or check Associate to bill per page to select individual pages
      • Any pages not included will stay in your inbox to be used later
    3. Click Enter bill
    4. Enter bill details
    5. Click Save and close if you have no more bills to enter, or Save and next to enter the next bill

Enter bill details

Bill summary

  • Note to Payers or Approvers: Any notes you add here are visible in the Notes section on the Bill details page and all users who have create/ edit bill permissions can see them. Click "@" followed by a username to tag a user in the note, and we will notify them via email
  • Vendor Name: The company or person you will pay
    • 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: Any numbers 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 you set them, but you can scroll or type and search to select alternate payment terms, or click the magnifying glass and Add New Payment Term
  • Invoice Date: The day the vendor created the invoice
  • Due Date: specific date the vendor expects payment
    • Filled automatically if you select Payment Terms
  • Amount: The total amount of the bill
    • 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
  • Description: Statement that explains what the bill is for (for your internal purposes only, your vendor will not see it)


Expense details

  • Split this amount: Toggles the ability to enter more than one expense line item
    • Bills can have up to 100 line items
  • Account: details about the expense or other type of account applicable to the purchase or service received
    • If the account does not already exist, click Add new account
    • To code the bill to more than one Chart of Account toggle Split this amount to on
    • Negative line items are allowed as long as the balance due is greater than or equal to $0
  • Expense Description: Optional field to enter a description that differs from the Bill Description
    • Check Use Bill description 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.

To use the following categories, you will need to enable them in your settings:

  1. Click Settings

  2. Click Preferences under Accounting

  3. Click the Edit icon

  4. Select Yes for classifications you'd like to use

    • Department: The Department related to the bill, generally for billable line items
    • Location: The Location related to the bill, generally for billable line items
    • Customer: The customer related to the bill, generally for billable line items
    • Billable: Toggles the billable status of the bill
    • See the article on the bottom of this page for more information on billable items
    • Item: Details about the product or service the vendor is invoicing
    • Only available if Split this amount is toggled on

Add Items

To use Items on Bills, you will need enable 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:

  1. In Expense Details box, toggle Split this amount on and an items section appears at the bottom of the page

  2. Enter items and details

    • To mark a line item as billable to a customer or job, switch the Billable toggle to on.
      • 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.

Assign Approvers

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

  1. In the Approvers box, click Select approver
  2. Select the approvers
  3. Click and drag to reorder approvers
  4. Click Done

Edit a bill

Add or edit details about a bill, a description of the bill, payment terms, and approvers any time before the bill being paid. Once the bill is paid in full, the vendor name and bill amount will no longer be available to edit.

  1. Click Bills in the left navigation menu
    • If the bill to be edited is not listed, it may not be an unpaid bill
    • To see all Bills, change Payment Status drop down to All
  2. Click the Invoice Number of the bill to be edited
    • 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
  3. Click More actions
  4. Select Edit bill
  5. Edit the bill information as needed
  6. Click Save

Reasons a bill cannot be edited

  • Once the bill has a scheduled or posted payment (partial or in full), the vendor name and bill amount will no longer be available to edit
    • You can edit the amount fields in split expenses line items to match total bill amount
  • The bill is approved by all approvers and your approval settings do not allow edits after all approvers have approved
  • The bill is dated before your Books Closed Date

Add a document to a bill

You can add a document to a bill, even if you already saved the bill.

  1. Click the document you'd like to use in your Inbox
  2. Select which pages to include by clicking All or None next to associate to bill to include all/none, or check Associate to bill per page to select individual pages
    • Any pages not included will be available to use later
  3. Click More Actions, hover over More Actions, and click Bill
    • Hover over Add to recent to quickly associate the document to one of the last 5 most recently created bills.
  4. Select the vendor from the drop down, and enter the invoice date range to narrow the search, or leave it blank to show all bills for this vendor
  5. Click Search
  6. Select the bill to attach the document
  7. Click Save

Delete a bill

If you no longer need a bill in PayMaker, you can deactivate it, if it is completely unpaid. A paid/partially bill cannot be deactivated.

Note: For audit and security purposes, when a bill is created in PayMaker, it is not completely deleted, but moved to inactive status. Not to worry, though! Inactive bills cannot be paid unless they are reactivated.

To deactivate a bill, you must have manage bill/document permissions.

  1. Click Bills in the left navigation menu
    • Alternatively, click Vendors, and click the vendor's name
  2. Click the bill's invoice number
  3. Click More actions
  4. Click Delete bill

Restore a bill

To reactivate a bill, you must have manage bill/document permissions.

  1. Click Bills in the left navigation menu
  2. Click All Bills tab
  3. Click Filter, click Active under Show, click Inactive, and click Apply
  4. Click the bill's invoice number
  5. Click More actions, and click Undelete

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.