How to Create a Bill

1. Sign into bill.com

2. Log into the appropriate client in bill.com
3. Click on the inbox tab to view items
4. Once the document is open within bill.com you are ready to create a bill
5. Process Items by: Click on Create a New Bill
● Bill Details:
● Vendor: Type Vendor Name to populate matches – click on the vendor
● Occasionally you will come across multiple accounts associated with the same vendor.  If this
happens each account number should be set up as a different vendor with the last 4 digits of the
account following the vendor name
● Once you’ve selected a vendor, hover over the name of the vendor and review the pop-up
window to ensure there is remittance information (address, account number etc.) in the vendor
profile. Make sure the address in the vendor matches the address on the invoice.
● Invoice #: Invoice number that is found on the invoice or if an invoice number is not provided the
invoice date found on the document. Always use the month, day, and year format xx.xx.xx
● If there is not an invoice number or date, use the date the document was uploaded into the
inbox
● Payment Terms: Select the appropriate payment terms as indicated on the invoice
o Example: (net 15 = 15 days, net 30 = 30 days)
● If there is a due date on the invoice leave the payment terms blank
● If there are no payment terms or due date
o Use “Due Upon Receipt” if the invoice is from an individual (ex, personal
reimbursement, check request etc.)
o Use “net 20” if the invoice is from a business
o When you select an option in this menu it automatically populates the due date
box with the correct due date
● Invoice Date: Input the invoice date. If there is no invoice date use the date uploaded into the inbox
● Due Date: Input the due date listed on the invoice. If there is no invoice due date refer to the payment
terms above
● Due Date will prepopulate when payment terms are entered
● If bill if being created from a check invoice date is the check date
● GL Posting Due: This will prepopulate when the invoice date is entered
● Amount: Enter the amount due from the invoice (do not include late fees)
● Late Fees will not be paid unless it is a credit card or utility company
● Make sure any past due balances charged on the invoice are valid. Check previously paid
invoices, and if needed call the vendor to get the current balance due.
● Bill Description: Enter the description of services rendered that can be found on the invoice. If there is
no description it is always a good idea to take a look at the previous bills that were made for the vendor.
● Notes: Enter any notes that the next approver needs to be aware of, if any.  Note that once you save the
bill everyone on the approver list including the client will be able to see this.
● Address the Account Manager only by writing “Name, ………notes…….”
● To send an internal email on the notes section type @name to populate names. Follow this will
the previous note instruction.
● Enter the appropriate GL code in the account box. Check the split box if multiple accounts need to be
listed
● Account: This is the GL account as stated above
● Refer to chart of accounts and/or previous paid invoices to vendor
● Department:
 ● Refer to chart of accounts and/or previous paid invoices to vendor
● Location:
● Refer to chart of accounts and/or previous paid invoices to vendor
● Note that bill.com remembers the last bill that was created for this vendor. Make sure on a split
bill all unused account lines are eliminated that sit between line item
● Approvers: Add the appropriate approvers (assigned bootcamp reviewer)

● Documents: If there are relevant documents sitting in the bill.com inbox associated with the invoice you
just created make sure to attach them to the bill created so the account manager can see them during
the approval process.

Creating a Bill from a Manual Check

1. Once the document is open within bill.com you are ready to create a bill
2. Process Items by: Click on Create a New Bill
● Bill Details:
● Vendor: Type Vendor Name to populate matches – click on vendor
● If the bill is being created from a check the vendor is whoever the check is written to
● Invoice #: Type: 2 ways to process this:
● If there is an invoice with the check still use the invoice number as a normal bill
● If it is only a manual check write – CHK “#check number” - Example: CHK #1080
● Payment Terms: Leave Blank
● Invoice Date: Check Date
● Due Date: Check Date
● GL Posting Due: Check Date
● Amount: Enter the amount that the check was written for
● Bill Description: Enter the description of services rendered that can be found on the invoice. If there is
no description it is always a good idea to take a look at the previous bills that were made for the vendor.
● Notes: Enter any notes that the next approver needs to be aware of, if any.  Note that once you save the
bill everyone on the approver list including the client will be able to see this.
● Address the Account Manager only by writing “Name, ………notes…….”
● To send an internal email on the notes section type @name to populate names. Follow this will
the previous note instruction.
● Enter the appropriate GL code in the account box. Check the split box if multiple accounts need to be
listed
● Account: This is the GL account as stated above
● Refer to chart of accounts and/or previous paid invoices to vendor
● Department:
● Refer to chart of accounts and/or previous paid invoices to vendor
● Location:
● Refer to chart of accounts and/or previous paid invoices to vendor
● Note that bill.com remembers the last bill that was created for this vendor. Make sure on a split
bill all unused account lines are eliminated that sit between line item
● Approvers: Add the appropriate approvers (assigned bootcamp reviewer)
● Must Mark Paid

● Locate the bill you just created

 ● Recheck bill and check details
● Click More actions (upper right part of the screen)
● Click Mark As Paid
● The next screen will take you to the final screen
o In Ref # write “Manual Check”
o Payment amount: Check amount
o Payment Date: Check date
o Chart of Account: 1072 Bill.com Money Out Clearing
o Then Submit

● Documents: If there are relevant documents sitting in the bill.com inbox associated with the invoice you
just created make sure to attach them to the bill created so the account manager can see them during
the approval process.