Vendor Bills
Manage your vendor bills -- upload by taking photos, AI auto-recognition, browse and edit, comment, and track payments.
Vendor Bills
Manage your vendor bills -- upload by taking photos, AI auto-recognition, browse and edit, comment, and track payments.
Quick Start
Vendor Bills is where you record the amounts your company owes to vendors and track payment progress.
Step 1: Upload a bill
The most common way is to take a photo or select a file from your gallery. AI will automatically read the vendor name, amounts, dates, and line items from the file, and fill in a bill form for you. You just need to review and complete any missing details.
| Upload method | How to do it | When to use |
|---|---|---|
| Camera | Tap the upload button, choose "Take Photo", point at the bill | You have a paper bill |
| Gallery | Tap the upload button, choose "Choose from Gallery", pick a file | You already have a bill image or PDF on your phone |
Supported formats include PDF, images (JPG/PNG), and more. AI recognition uses your recognition quota. Please make sure your organization has remaining quota.
Step 2: Review the information
After AI recognition is done, tap a bill in the list to open the detail page. Review the information AI filled in (vendor, amount, date, line items, etc.). If anything is wrong, edit the field directly. Changes are saved instantly -- you do not need to tap a save button.
Step 3: Track payments
After the bill is approved, check the payment progress on the detail page: "Unpaid" -> "Partially Paid" -> "Paid".
See the detailed guide below for more information.
Detailed Guide
Finance / Accounting
Upload a Bill
Entry: App -> bottom "Bills" tab -> tap the upload button
Upload a bill file and let AI do the recognition:
- Tap the upload button, choose "Take Photo" or "Choose from Gallery"
- The system creates a new bill record. Its recognition status becomes "Processing"
- AI reads the file and extracts the bill number, date, due date, vendor, currency, amount, line items, and more
- At the same time, AI matches existing products, suggests line item categories, and checks for duplicates
- When recognition is done, tap the bill to open the detail page and see a pre-filled form. Review and complete it
AI will try to match the vendor name with existing vendors in your organization. If it finds a new vendor, the system creates one automatically.
If the category AI suggested for a line item does not exist in your organization's chart of accounts, the system will automatically recommend a better match. If it still cannot find a match, the category is left blank for you to select manually.
Bill fields:
| Field | Required? | Details |
|---|---|---|
| Vendor | Optional | The vendor linked to this bill. AI fills this in automatically |
| Payee | Optional | The party that receives the payment. Defaults to the vendor |
| Bill number | Optional | The original number from the vendor's bill |
| Date | Optional | The bill date |
| Due date | Optional | The payment due date |
| Currency | Optional | The currency used in this transaction |
| Tax inclusive | Optional | Whether line item amounts already include tax |
| Tax exempt | Optional | Whether this bill is tax-free |
| Payment terms | Optional | The agreed payment period |
| Line items | Optional | Individual product or service entries |
| Description / Notes | Optional | Detailed description and additional notes |
| Tags | Optional | Labels to categorize the bill |
| Attachments | Optional | Upload supporting documents |
Edit a Bill
Entry: App -> bottom "Bills" tab -> tap a bill to open detail -> edit fields directly
The app uses instant field saving: when you change a field, it saves right away. No need to tap a separate save button. The detail page has three tabs -- Details, Products, and Vendor -- swipe to switch between them.
When can you edit?
| Status | Can you edit? | Notes |
|---|---|---|
| Draft | Yes | Edit anytime |
| Under Review | No | You need to recall it first |
| Approved | No | An admin needs to revoke it first |
| Rejected | Yes | Fix the issues and resubmit |
| Recalled | Yes | Make changes and resubmit |
| Revoked | Yes | Make changes and resubmit |
View Details
Entry: App -> bottom "Bills" tab -> tap a bill
The detail page opens as a bottom sheet that you can drag to three heights. It has these tabs:
| Tab | Content |
|---|---|
| Details | Basic bill info, vendor info |
| Products | Line item list |
| Vendor | Vendor details |
Re-recognize
When AI recognition results are not accurate, tap the action menu on the detail page and choose "Re-recognize" to have AI re-read the original file.
You cannot re-recognize when:
- You have used up all re-recognition attempts
- The bill has payment records that have been reconciled with bank transactions -- the page will show the affected record numbers, and you need to unreconcile them first
What happens when you re-recognize:
- AI re-reads the original file. Previous AI results and any manual changes you made may be overwritten
- Any unreconciled payments linked to the bill are automatically removed, so the bill starts fresh
Comments
Entry: Bill detail page -> Comments button
You can leave messages on a bill to discuss with approvers or teammates. You can @ mention others, and they will receive a notification. Each bill in the list shows a badge for unread comments.
Tag Management
Tags help you categorize bills for easier filtering. You can add or remove tags on the bill detail page.
Payments
Entry: Bill detail page -> Payments area
After the bill is approved, you can view and manage payment records on the detail page. See payments for more details.
Delete a Bill
Entry: Bill detail page -> action menu -> "Delete"
After you tap delete, the bill enters a "Deleting" status while related data is cleaned up automatically in the background. Once cleanup is complete, the bill moves to the Recycle Bin. If the background cleanup does not complete successfully, the bill is automatically restored to "Draft" status with an explanation.
You cannot delete a bill when:
- The approval status is "Under Review" or "Approved"
- The bill is part of an expense claim
- The bill has reconciled payment records
The Recycle Bin feature is currently only available on the web version.
Admin Actions
List and Filters
Entry: App -> bottom "Bills" tab
The list is sorted by creation date and grouped by day. You can use preset views to quickly switch between different filter and sort combinations.
A summary at the top of the list shows the total count and amount overview for the current range.
Keyword search: Search by bill number, name, description, vendor name, and more.
Status Reference
Approval Status
| Status | Meaning | What you can do |
|---|---|---|
| Draft | Just created, not submitted | Edit, delete, submit |
| Under Review | Waiting for the approver | Recall |
| Approved | Approval passed | View payment progress |
| Rejected | Approval not passed | Edit and resubmit |
| Recalled | Submitter pulled it back | Edit and resubmit |
| Revoked | Admin revoked it | Edit and resubmit |
| Deleting | Related data is being cleaned up in the background | Wait for cleanup to finish |
Payment Status
| Status | Meaning |
|---|---|
| Unpaid | No payment made yet |
| Partially Paid | Some amount paid, balance remaining |
| Paid | Fully paid |
AI Recognition Status
| Status | Meaning | What to do |
|---|---|---|
| Processing | AI is reading the file | Wait for it to finish |
| Correct | Recognition complete, fields are filled in | Review and complete the information |
| System Error | The file could not be parsed | Fill in fields manually, or re-recognize |
| File Duplicate | The uploaded file is the same as an existing one | Decide whether to keep or delete it |
| Content Duplicate | Bill number + vendor/date/amount match an existing bill | Decide whether to keep or delete it |
| Unrecognizable | AI could not extract useful information from the file | Fill in fields manually |
| Need to Amend | Amount data is inconsistent, needs manual review | Check line items and totals, then save |
Common Scenarios
Finance / Accounting
I have a paper bill. How do I enter it? Open the Bills tab, tap the upload button, and choose "Take Photo". Point at the bill and take a photo. AI will read the amount, vendor, date, and more. When it is done, tap the bill to review the results and fill in anything that is missing.
AI recognition is not accurate. What can I do? You can edit the fields directly on the detail page. Changes save instantly. If you want AI to try again, tap the action menu and choose "Re-recognize". Note: Re-recognize overwrites previous results, including any manual changes you made. Any unreconciled payments on the bill will also be removed. If the bill has reconciled payments, re-recognition is not allowed.
The bill shows "Need to Amend". What does that mean? It means the line item totals do not match the bill total. Open the detail page, check the quantity, unit price, and tax rate of each line item, correct them, and save. The status will change to "Correct" automatically.
The system says "Content Duplicate" or "File Duplicate"?
- File Duplicate: You uploaded a file that already exists. The system copied the previous recognition results.
- Content Duplicate: The bill number plus vendor/date/amount matches an existing bill.
You can choose "Keep All" on the duplicate handling page (if they are actually different bills), or delete the duplicate.
I uploaded a duplicate bill. What should I do? When a duplicate is detected, the system automatically creates a reminder in your to-do list. Open the to-do list to see the duplicate bill reminder. Tap it to view the duplicate details, then decide whether to keep or delete each one.
My bill was rejected. What should I do? Open the rejected bill, check the approval history for the reason. Make the necessary changes and tap "Submit Again". You do not need to create a new bill.
The following features are only available on the computer: Recycle Bin (view and restore deleted bills), batch actions (mark as paid, batch submit, batch revoke, etc.), batch re-recognize, data export (Excel, QuickBooks, Xero, and more), column picker and sort settings, view management, approval actions (approve/reject/add signer/transfer), Payment Requests, creating invoices from bills, and deleting original source files.
If you have other questions, please contact our support team.