Articles on: Invoicing and bills

Bills: track what you owe and match bank payments

A bill is money you owe a vendor. Enter bills so your expenses land in the right month, then record the payment when the money actually leaves.


Create a bill:


  1. Open All pages in the left sidebar, then under Purchases click Bills, then New bill.
  2. Pick the vendor, or type a new name to create one on the spot.
  3. Set the issue date and due date, then add line items with a category on each.
  4. Click Save & post to put it on your books, or Save draft to finish later.


If you track dimensions (like properties or projects), set them once for the whole bill. Any line can override them.


Record a payment:


  1. Open the bill and click Record payment.
  2. Enter the amount, the date, and the account you paid from.


The Record a payment panel, with the option to match a bank transaction above the manual fields


Partial payments are fine. The bill keeps a running total of what is paid and what is still due.


Already paid from a connected bank?


If the payment already arrived in your bank feed, do not enter it a second time. Match the bank transaction to the bill instead, so the money only leaves your books once.


From the bill:


  1. Click Record payment.
  2. Click Already paid from a connected account?
  3. Pick the transaction and click Match.


From the Transactions page:


  1. Find the payment while it is still in To review.
  2. Open its category picker. If an open bill matches, it appears at the top under Recommended.


The category picker offering to pay a matching open bill, tagged Exact match


  1. Pick it, confirm the bill, and click Match.


Matching rules:


  • Only a transaction still in To review can be matched. If it is already categorized, clear the category first.
  • The whole transaction goes to one bill. Smaller than the balance is a partial payment. Larger than the balance will not match.


To undo a match, open the bill's payment history and click Unmatch payment. The transaction returns to To review.


Good to know:


  • A bill can be edited or deleted as long as nothing has been paid on it. Remove its payments first if you need to change it.
  • Bills imported from QuickBooks are read-only here. Change them in QuickBooks, then import again.

Updated on: 17/08/2026

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