Convert an invoice into a bill.
- Go to Bill Payments >Inbox.
- Select an invoice, or click on Start Workflow to convert each invoice into a bill.
- In the Create a Bill page add details of the Vendor, Invoice info, GL details, and Approvers. Read further for more information on the details.
- Click on Create a Bill once all the details are filled in.
Airbase will automatically scan your invoice using Optical Character Recognition (OCR) technology and fill in the details like Vendor, Invoice Date, Amount, Payment Due Date, and Invoice Number. Document scan can take upto an hour to complete, but about 90% of invoices will be scanned within 5-10 minutes.
You can create a bill without an invoice. Click on the Create a Bill option on the Bill Payments page.
Information needed to create a bill.
Select the Vendor from the drop-down. Read more about it here.
The previous transactions with the Vendor will give you context and prevent any duplicate payments.
Historical Payments: The Amount, Invoice Number and Payment date of previous transactions.
Open Bills: The list of bills where the payment is not yet applied.
Hover over the bills, Historical Payments, and In-Progress to see more details about each transaction.
Payment Tracker: If there are payments in-progress the status will be displayed here. To read more about the Payment Tracker, click here.
Learn more about adding a new Vendor here.
2. Invoice Info.
Here are the details you will need to enter in this section:
- Spend Owner in your company.
- Invoice Date.
- Payment Due Date.
- Invoice Number.
If the invoice has a number of pages, you can fill in the page number to process a particular page in the PDF.
Upload up to 10 files–contracts, documents to ensure all documents related to a bill are in one place.
To attach a file to the bill, click on + Upload new File.
4. General Ledger.
Add the GL information to enable Airbase to automatically book the ACH and Check payments once the approvals are in.
- Categories: Click + Add new category to split the bill amount by categories.
- GL Vendor
- Transaction tags
If it’s an existing Vendor with approved bills, this section will be populated automatically based on historical transactions.
Add the people who need to sign-off on this bill before it’s processed. If there are no approvers added the bill can directly proceed to the payment stage. If Initiate payment after all approvals are in is enabled, Approvers are mandatory.
Only Users with Create Bills or Manage Bills User Permission can create a bill.