Bills Manager

Quick Answer: Bills Manager

Bills Manager tracks vendor invoices from receipt through payment for accrual and hybrid nonprofits. Record a bill with vendor, amount, expense account, fund, and due date; posting creates the expense and accounts payable entry when your basis supports accrual timing. Pay full or partial amounts later to clear A/P and record cash, with automatic journal entries at each step. Aging views highlight what is due soon or overdue so finance does not miss vendor obligations during month-end.

Open Fund Accounting → Bills. The tool appears when org settings use Hybrid or Full Accrual; it is hidden on pure Cash basis because expenses post at payment in Expenses instead. Fund accounting requires Plus or higher. For simple reimbursements and direct payments without due dates, use Expenses rather than Bills.

Open bills from vendor rows in Vendors CRM when you want payee history beside each invoice during approval.

Bills Manager

Accounts payable workflow keeps vendor history, partial payments, and linked journal entries in one place for auditors reviewing open liabilities.

What You Can Do

• Create bills in draft, post to open A/P, pay partially or in full
• Search and filter by vendor, status, and date
• Void open bills with automatic reversal entries
• See days until due or days overdue on each row
• Link payments to checking accounts and funds

Common Tasks

Record a vendor invoice

1. Open Fund Accounting → Bills and click New Bill.
2. Choose vendor, expense account, fund, amount, and due date.
3. Post the bill so expense and A/P journal entries create on accrual basis.

Pay a bill at month-end

1. Filter Open or Partial bills and select the invoice.
2. Enter payment amount, date, and checking account, then confirm.
3. Verify the A/P and cash entries in the General Ledger.

Good to Know

On Cash basis, Bills Manager is not shown—post expenses when paid through Expenses instead. Set accounting basis under Organization Settings, not Appearance.

Related guides

• Expense Tracking
• Vendors CRM
• A/R & A/P Aging Report
• Journal Entries