The Expenses module in BillingNow allows you to create, manage, and track all your supplier expenses in one centralized workspace.
While Invoices represent money your company receives, Expenses represent money you owe to suppliers for goods or services.
With this module, you can:
- Upload supplier invoices (PDF or image)
- Automatically extract data using AI
- Track payment status and due dates
- Add partial or full payments
- Manage suppliers and bank accounts
- Monitor expense lifecycle with activity history
📂 Expenses Management Dashboard
Navigate to Sidebar → Expenses
The Expenses dashboard displays all your expenses in a structured and sortable table.
Table Columns
| Column | Description |
|---|---|
| Expense No | Unique expense identifier (clickable) |
| Supplier | Supplier linked to the expense |
| Status | Current expense status |
| Created At | Expense creation date |
| Expense Date | Supplier invoice date |
| Due Date | Payment deadline |
| Total | Total expense amount |
| Paid | Amount already paid |
| Payment Date | Last payment date (if any) |
| Actions | Contextual actions menu |
🔍 Filters & Search
Click Filter at the top of the Expenses page to narrow results.
Available Filters
| Filter | Description |
|---|---|
| Expense No | Search by expense reference |
| Supplier | Filter by supplier name |
| Status | Filter by expense status |
| Created At | Filter by creation date |
| Expense Date | Filter by expense issue date |
| Due Date | Filter by due date |
| Payment Date | Filter by payment date |
You can combine:
- Filters
- Search input
- Column sorting
to quickly locate specific expenses.
🏷️ Expense Statuses
| Status | Meaning |
|---|---|
| ⚪ Draft | Expense created but not finalized |
| 🟠 Pending | Awaiting payment |
| 🟡 Partially Paid | Partial payment recorded |
| 🟢 Paid | Fully paid |
| 🔴 Overdue | Past due date and unpaid |
⚙️ Actions by Expense Status
Actions vary depending on the expense status.
⚪ Draft
- Edit
- Save
- Delete
🟠 Pending
- Edit
- Add Payment
- Delete
🟡 Partially Paid
- Edit
- Add Payment
- Delete
🔴 Overdue
- Edit
- Add Payment
- Delete
🟢 Paid
- Edit
- Delete
🔍 Expense Detail Page
Click on an Expense No to open the detail view.
Available Sections
🧾 Expense Details
- Supplier
- Expense date
- Due date
- Payment date
🧮 Line Items
- Item description
- Quantity
- Unit price
- Taxes
- Total
🕒 Activity Timeline
Tracks:
- Expense created
- Payments added
💳 Payments
- Displays all recorded payments
- Allows edit or delete of payments
💳 Payments
Add Payment
Payments can be added for Pending, Partially Paid, or Overdue expenses.
Fields:
- Payment amount
- Payment date
- Method (bank transfer, cash, etc.)
- Bank account
- Notes
Expense status updates automatically:
- Partial payment → Partially Paid
- Full payment → Paid
➕ Creating a New Expense
Click ➕ Create Expense (top-right).
🤖 Upload & Analyze with AI
Step 1: Upload Document
Upload a PDF or image of the supplier invoice.
Click Analyze with AI to extract data automatically.
Step 2: AI Extracted Data Modal
After analysis, a modal opens showing all detected information.
Extracted fields may include:
- Expense number
- Supplier name
- Expense date & due date
- Currency
- Line items (qty, price, tax)
- Notes & payment terms
You can:
- Review extracted data
- Edit fields manually
- Click Apply Data to populate the expense form
➕ Create Supplier from AI Modal
If the supplier does not exist, click Create Supplier directly from the AI modal.
This opens the Create Relation panel.
Supplier Creation Fields
- Type: Supplier
- Individual or Organization
- Name
- Address
- Currency
- Payment terms
- Notes
Once created, the supplier is automatically linked to the expense.
🧾 Expense Form Fields
After applying AI data or manual entry:
| Field | Description |
|---|---|
| Supplier | Linked supplier |
| Expense Number | Editable expense reference |
| Expense Date / Due Date | Issue and deadline dates |
| Currency | Expense currency |
| Exchange Rate | If applicable |
| Line Items | Items/services with tax & totals |
| Bank Account | Supplier payment account |
| Notes | Internal notes |
💾 Save Options
| Action | Description |
|---|---|
| Save as Draft | Keep editable |
| Save | Confirm and create the expense |
| Cancel | Exit without saving |
💡 Best Practices
✔ Upload clear invoices for best AI accuracy
✔ Always verify extracted data
✔ Use Draft for validation before saving
✔ Track partial payments carefully
✔ Keep suppliers updated for reporting accuracy
✅ Summary
This documentation reflects the latest BillingNow Expenses system, including:
- Filters & search
- Status-based actions
- Payments management
- AI invoice extraction
- Supplier creation from AI
- Detailed expense lifecycle tracking