Add new bill and approve

Audience: Admin, Finance
Type: Task

Reference

For system behavior and rules, see
SmartBooks Documentation – Section 4: Vendor and Bill Management

Purpose

Adding a bill allows you to record amounts payable to vendors in SmartBooks.

Approving a bill confirms it as an official payable and makes it available for payment and reporting.

How to Access

1. Go to SmartBooks

2. Click Bills

3. Click New Bill

URL format:
https://app.thulo.com/{tenantname}/ps/admin/accounting/bills

Creating a New Bill

To create a bill:

1. Click New Bill

2. Select the Vendor

3. Enter the Bill Date

4. Enter the Due Date

5. Add Bill Items or Expense Lines

6. Select applicable Taxes (if any)

7. Review the Total Amount

8. Click Save

The bill is created in Draft status.

Approving a Bill

To approve a bill:

1. Open the bill

2. Review bill details

3. Click Approve

Once approved:

• The bill becomes an active payable

• It appears in vendor balances

• It is available for payment

Bill Status Overview

• Draft – Bill created but not approved

• Approved – Bill confirmed and payable

• Paid – Bill fully paid

• Partially Paid – Bill partially settled

Important Notes

• Bills must be approved before payment

• Editing an approved bill may be restricted

• Approved bills affect reports and payables

• Bill creation does not trigger payment automatically

When to Use This

• When receiving an invoice from a vendor

• When recording expenses payable later

• When tracking outstanding payables

Related Articles

• Add a vendor

• Pay Bill With Bank Payment or Credit Card

• Pay Bill with Check

• Opening Balance for Customer and Vendor

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