Create & Edit a Bill

Record vendor charges with full control over billing type, item details, due dates, and payment tracking — ready for accounting, reporting, and debit note workflows.

🔐 Access Control

• Only Admin users or staff with billing permissions can create or edit bills
• From the Dashboard, use the side menu to navigate: Accounting → Expense → Bill

✏️ Step-by-Step: Create a Bill

Click + Create Bill to open the form.

1️⃣ Bill Setup

• Account Type*: Choose Accounting or Projects
• Vendor*: Select from your vendor list
  • If not listed, click Add Vendor to create a new entry
• Billing Type*: Auto-selected based on account type
  • Item Wise for Accounting
  • Project Wise for Projects
• Bill Date*: Select the issue date
• Due Date*: Select the payment deadline
• Bill Number: Auto-generated (e.g. #BILL00001) — editable if permitted
• Category*: Choose a billing category (e.g. Electric, Cleaning, Logistics)
• Order Number: Optional — enter purchase or reference number

2️⃣ Add Items to the Bill

Click + Add Item to open the item entry form.

For each line item:

• Item Type: Choose Product, Service, or Project
• Item: Select from your item list
• Quantity: Enter the number of units
• Rate: Unit price
• Discount: Optional per line
• Tax: Select applicable tax rate (e.g. CGST, SGST, VAT)
• Description: Optional notes for clarity

The system will auto-calculate:

• Subtotal
• Total Discount
• Total Tax
• Total Amount

3️⃣ Finalise the Bill

• Click Create to save the bill
• Bill status will be set to Draft
• You can now:
  • Send Bill via email
  • Download or print the bill
  • Apply Debit Note
  • Add Payment once settled

🛠️ Step-by-Step: Edit a Bill

From the Bill Detail page:

• Click the Edit button
• Update any field (e.g. due date, items, category, vendor)
• Click Update to save changes
• Note: Some fields may be locked after payment or debit note application

✅ Best Practices

• Always confirm vendor and category before creating a bill
• Use consistent bill numbering for audit clarity
• Include tax and discount logic for financial accuracy
• Upload supporting documents if required
• Review draft bills before sending
• Use sector-fit item descriptions (e.g. Care Home Supplies, Cleaning Chemicals, Freight Charges)