Bills

The Bills module in BillingNow allows you to create, manage, and track all your Bills in one organized space.
While Invoices represent your company’s income, Bills represent your expenses payments owed to suppliers for goods or services.

Using this feature, you can:

✅ Upload supplier invoices (PDF or image format)
🤖 Automatically extract key details with AI recognition
💳 Track payment status and due dates effortlessly

📂 Bills Management Dashboard

Go to Sidebar → Bills

The dashboard lists all existing bills, whether created manually or generated automatically through AI.

Column	Description
Bill No	Unique identifier for each supplier invoice (BILL-001).
Supplier	Supplier or vendor name linked to the bill.
Status	Bill progress: Draft, Unpaid, or Paid.
Created At	Date the bill record was created.
Bill Date / Due Date	Issue and payment deadline dates.
Total / Paid	Total amount of the bill and the amount already paid.
Actions	Edit, mark as paid, or delete.

⚪ Draft – Bill created but not yet finalized or saved for processing.
🟠 Pending – Bill approved and awaiting payment.
🟡 Partially Paid – A partial payment has been recorded; balance remains due.
🟢 Paid – Bill fully paid and confirmed.
🔴 Overdue – Payment due date has passed and the bill remains unpaid.

➕ Creating a New Bill

To create a new supplier bill, click “Create Bill” in the top-right corner of the screen.

🧾 Step 1: Upload and Analyze the Document

Under the section Attachment (Image or PDF), upload your supplier’s invoice.
Then click “Analyze with AI” to let BillingNow extract key data automatically.

Extracted Section	Description
Bill Number	The invoice number automatically identified from the document (INV-2).
Supplier Name	The company or vendor detected as the supplier (Bruno Martin).
Date / Due Date	The issue and payment deadline dates (11/03/2025 → 12/03/2025).
Currency	The currency identified in the document (EUR).
Line Items	The list of items or services found in the invoice, including quantity, net/gross price, discount, and VAT.
Payment Information	Details extracted about payment terms, when available.
Notes	Any text or totals parsed from the invoice, including amounts in words.

If the system finds relevant data, you can either accept the suggested fields or edit them manually.

Warning

Tip : Make sure your uploaded files is clear and properly formatted fo accurate AI detection.

👤 Step 2: Select or Add a Supplier

In the Supplier field, choose an existing supplier from your Relations database or create a new one instantly using this link .

Selecting a supplier automatically links the bill to that entity, allowing expense tracking by vendor.

create-bill-supplier.png

Note

Supplier = the company or person you owe money to (hosting service, freelancer, software vendor).

🧮 Step 3: Fill Bill Details

Once a supplier is selected, the form displays additional fields for detailed input:

Field	Description
Bill Number	Automatically generated or manually editable identifier for the bill.
Bill Date / Due Date	The issue date of the bill and its payment deadline.
Currency & Exchange Rate	Define the currency and exchange rate if applicable (EUR → CHF).
Supplier Bank Account	Select the supplier’s bank account for payment. Newly added accounts will appear automatically.
Bill Lines	Add one or multiple items or services listed in the supplier’s invoice. Each line can include description, quantity, unit price, tax, and total.
Show items with tax	Enable this toggle if the bill includes taxes per line item.
Mark as Paid	Switch this on if the bill has already been fully settled. The status will automatically change to Paid.
Note	Add any internal notes or payment-related comments for reference.

💾 Step 4: Save or Review

When your bill is ready, choose one of the available actions:

Action	Description
Save as Draft	Keep editable for later review.
Save	Confirm and record the bill in the dashboard.
Cancel	Exit without saving.

Note

Once saved, the bill appears in the Bills list with the correct status and timestamps. .

Tip

Paid bills automatically register their payment date, ensuring accurate expense reporting.

🔁 AI-Driven Efficiency

BillingNow’s AI Analyzer saves time and reduces manual errors by capturing information from supplier invoices.
You can review and validate extracted data in just a few clicks.

Benefit	Description
⚙️ Smart Automation	Automatically read and extract invoice data.
💡 Accuracy	Reduce typing errors and manual entry.
🕒 Efficiency	Create a complete bill in seconds.
📊 Traceability	Maintain a full history of supplier payments.

💡 Best Practices

✔ Upload clear, legible PDF or image invoices for better AI accuracy.
✔ Always verify the extracted supplier and bill details before saving.
✔ Keep your supplier list updated for consistent reporting.
✔ Use Drafts for bills awaiting validation.
✔ Regularly mark paid bills to keep financial data accurate.

Tip

BillingNow helps you transform supplier invoices into structured, traceable records saving time and ensuring every expense is tracked with precision.