Which one should I use?
Use | When | What it does in your books |
Bill | A vendor invoices you and you'll pay later | Records the cost and what you owe the vendor (accounts payable) until you pay |
Expense | You've already paid (card, cash, transfer) | Records the cost and the money that left your account in one step |
Purchase order | You're ordering stock from a supplier | Starts as a draft. Publishing it posts the accounting entries, and its lines use your inventory accounts |
You'll find all of these under Spend in the sidebar, together with Recurring Bills for costs that repeat on a schedule.
Bill statuses
Status | Meaning |
Draft | Saved but not posted to your books |
Due soon | Payment is due shortly |
Overdue | The due date has passed and there's still a balance |
Paid | Fully paid |
A part-paid bill keeps its due status (for example Due soon), and the Balance column shows what's still owed.
Three ways to create a record
Click Create Bills (or Create Expenses, Create Purchase Orders) and choose:
Ask Adam: describe it or upload the vendor's invoice or receipt.
Create manually: fill in the form.
Import Excel: upload many at once.