Vendor Bills

Manage incoming bills from suppliers with approval workflow, payment tracking, and AI-powered scanning.

Overview

Vendor bills enable:

• Recording incoming bills with line items
• AI scanner for automatic data extraction from images
• Approval workflow for controlled release
• Payment tracking until fully settled
• PDF attachments for document archiving

Creating a Vendor Bill

Manual Entry

1. Navigate to Vendor Bills
2. Click New Bill
3. Fill in:
   • Vendor: Select existing or create new
   • Invoice number: Vendor's reference number
   • Invoice date: Date of the bill
   • Due date: Payment deadline
   • Line items: Items with amounts and VAT
4. Optional: Upload PDF receipt

AI Scanner (Recommended)

1. Click Scan in the Vendor Bills view
2. Upload an image or PDF
3. AI automatically extracts:
   • Vendor (with suggestions for existing contacts)
   • Amount and currency
   • Invoice and due dates
   • IBAN and reference number
   • Individual line items (when recognizable)
4. Confidence indicator per field:
   • High (green): AI is confident, often safe to accept directly
   • Medium (yellow): Please double-check
   • Low (red): Add or correct manually
5. Review, correct, and save

Supported formats:

• JPG / PNG — photos of paper invoices or screenshots
• PDF — directly received vendor invoices (with or without Swiss QR payment slip)
• Swiss QR invoices are optimally recognized — the QR code is read and provides recipient, amount, reference, and due date without AI interpretation

Vendor matching:

The AI compares the extracted vendor against your existing contacts (fuzzy match on name + IBAN). When it finds a high-confidence match, the contact is linked automatically. Otherwise a new vendor is suggested that you can create with a single click.

Status Workflow

Tabs and Filters

• All: All vendor bills
• Pending: Awaiting approval
• Approved: Ready for payment
• Overdue: Missed payment deadline (highlighted in red)
• Paid: Completed

Approval and Payment

Approving a Bill

1. Open a pending bill
2. Review the details
3. Click Approve

Recording Payment

1. Open an approved bill
2. Click Record Payment
3. Enter:
   • Payment date
   • Amount (partial payment possible)
   • Payment account
4. On full payment, status changes to Paid

Accounting

Approved vendor bills can be booked directly:

• Expense account suggested (based on vendor/category)
• VAT code automatically detected
• Accounts payable as counter entry

Best Practices

• Use the scanner: Saves time and reduces typos
• Record immediately: Scan bills right when they arrive
• Watch due dates: Overdue bills are highlighted in red
• Archive PDFs: Always attach the original document