Managing Bills

Bills are invoices you receive from your vendors. The Bills page helps you track what you owe, match bills to purchase orders, and keep your payables organized. You can upload bill documents (like PDFs) and Peasy will help extract the details.

How to Get There

Go to Buy > Bills in the sidebar.

Adding a Bill

There are a few ways to add bills:

Process an Inbox Email

If a vendor emails or forwards an invoice to your Peasy address, open it from Inbox. Peasy shows the original email and any attachments, extracts the vendor and line items, and lets you review the bill before saving.

Select the matching Purchase Order before clicking Create Bill. When the bill is created, it is saved as Open, the inbox email is marked processed, and the original email remains linked so you can reopen the bill later and see the source email preview.

If you close before creating the bill, choose Save draft in the unsaved-changes prompt to keep the partially reviewed bill as a draft.

Upload a Document or Spreadsheet

1. Click the + New button.
2. Upload a PDF, image, CSV, or spreadsheet file for the bill.
3. Peasy processes the file and extracts vendor name, amounts, line items, and dates. For CSVs and spreadsheets, Peasy shows a column mapper so you can confirm which columns belong on the bill.
4. Review the extracted data and make any corrections.
5. Save the bill.

After you save, Peasy links the uploaded file to the bill and removes it from the pending inbox. If you delete the bill later, Peasy also retires the linked file so it does not appear as a new pending bill again.

Create Manually

1. Click + New and enter the details by hand.
2. Fill in the vendor, amount, date, and line items.

If the vendor is not in your list yet, type the new vendor name in the Vendor field and choose Create vendor. Peasy creates the vendor and selects it on the bill so you can keep working without leaving the form.

Bill Statuses

The New badge in the sidebar tells you how many bills haven't been reviewed yet.

Filtering Bills

• Status filter — Show only new, draft, open, or paid bills
• Vendor filter — See bills from a specific vendor
• Date range — Filter by bill date
• Quick filter — Click "New" to see only unreviewed bills, or "All" to see everything

Reviewing and Editing Bills

Click on a bill to open the detail view. From there you can:

• Review and correct extracted data
• Match line items to your buy items
• Link the bill to a purchase order
• Update the status
• Add notes

Fields are editable inline — changes save automatically.

Adding Files to an Existing Bill

You can keep more than one source file on a bill. This is useful when a vendor sends a corrected invoice, a separate packing slip, a receipt, or another document you want to keep with the bill.

From the Bills table:

1. Open the ... menu on the bill row.
2. Choose Upload file.
3. Select one or more supported files.

Peasy opens the bill right away while the upload finishes. When the upload is done, the new file appears in the bill preview.

From an open bill, use Add in the file preview header to attach another file. If a bill has more than one file, use the previous and next arrow buttons in the same header to move between them.

Freight Cost

Peasy captures freight costs on bills, not on purchase orders. This is by design — freight is a cost you pay when the bill arrives, and it often covers multiple items on a single shipment. Associating freight with the bill keeps your purchase order clean (what you ordered) and your bill accurate (what you owe, including shipping).

We recommend linking every purchase order to a bill so freight and other costs are tracked together.

How to Add Freight to a Bill

The Freight Cost column is visible on the Bills table. Click the cell and enter the total freight cost for that shipment. Changes save automatically.

You can add or update freight at any time — before or after the items have been received.

How Freight Gets Applied to Received Items

When a bill has a freight cost, Peasy distributes it proportionally across the items received against that bill. This allocated freight shows up in the Freight Cost column on each line in Receive > History, with subtext showing the bill's total freight for reference.

If you want to adjust how freight is distributed, you can edit the Freight Cost on any individual received line in Receive > History. Your edit overrides the automatic allocation for that line without changing the bill.

Ways to Capture Freight for a Purchase

There are a few ways to make sure freight is captured:

1. Create the bill before receiving — Go to Buy > Bills, create the bill with line items and freight cost, then receive against the linked PO. Freight is distributed to items as they are received.
2. Create the bill while receiving — In the receive panel, the Vendor's Invoice · Bill # field lets you create a new bill on the spot. Enter the freight cost in the bill creation form, and it links to the PO automatically.
3. Add freight after receiving — Open the bill in Buy > Bills and enter the freight cost. The allocation updates on the received lines.

Editing Landed Cost Per Item

If you need more precise freight allocation for a specific item (for example, one heavy item cost more to ship than others), you can edit the item's landed cost directly. Go to Buy > Items to buy, find the Landed Cost column, and click to enter a shipping cost and quantity. Peasy calculates the freight per unit and uses it for COGS.

Tax on Bills

Bill totals include line items, freight, and the bill-level tax amount. If a vendor invoice includes sales tax, enter it on the bill so the total, remaining balance, and QuickBooks sync all use the same amount.

Sending Bills to QuickBooks

If you have QuickBooks connected, you can send Peasy bills to QuickBooks as Bills.

• Send one bill — Open the bill and use the QuickBooks button at the bottom of the panel. The same preflight modal opens so you can fix vendor, expense-account, freight-account, or sales-tax-account issues inline before pushing.
• Send several at once — Select bills on the Bills page and click Send to QuickBooks. The preflight modal previews each bill and groups everything that needs attention by reason: missing vendor link, lines without an expense account, freight or sales-tax account not set, and any bills that already exist in QuickBooks with a different total. Setting the freight or sales-tax account fixes every selected bill that needs it. Bill lines tied to an item without a category can be resolved inline by picking a category, picking an expense account directly, or syncing the item to QuickBooks.
• Continue is gated — The Continue button stays disabled until everything blocking is resolved, with a tooltip explaining what's left ("Set an expense account on 3 bill lines above", "Resolve 1 QuickBooks conflict above", etc.). Cancel sits in the bottom-left of the modal so it's always reachable.
• Auto-create on save — Turn on Auto-create bills in QuickBooks in QuickBooks settings to push every new Peasy bill automatically.
• Direction setting — The bill sync direction (Peasy → QuickBooks, both ways, etc.) is configured in QuickBooks settings, separate from the invoice direction.

Peasy checks for an existing QuickBooks bill before creating a new one. If the bill already exists with the same bill number and total, Peasy links to it instead of creating a duplicate (the preflight modal calls this out as "will auto-link"). If the totals don't match, the bill shows up as a conflict in the preflight with three choices: Open in QuickBooks to review, Link to existing to attach without re-pushing, or Skip to drop it from this batch. If the Peasy bill does not have a bill number, Peasy sends a generated reference to QuickBooks so retries are still safe.

Once a bill is linked, QuickBooks balance and payment updates flow back into Peasy automatically. You can also unlink a bill from the bill detail panel if you need to break the link.

See QuickBooks Sync for the full picture.

Common Questions

What's the difference between a bill and an invoice? In Peasy, a bill is what you owe a vendor — it's their invoice to you. An invoice is what a customer owes you. Both represent money owed, but bills track your payables and invoices track your receivables.

Can I match a bill to a purchase order? Yes. When creating or editing a bill, you can link it to an existing PO. This helps you verify that you're being billed for what you actually ordered and received.

How do I add freight to a purchase order? Freight is tracked on bills, not directly on purchase orders. Create or link a bill to your PO, and enter the freight cost on the bill. See the Freight Cost section above for the full walkthrough.

Can I make a partial payment on a bill? Yes. You can record a payment for less than the bill total. The bill status updates to reflect the remaining balance, and you can make additional payments later until it's fully paid.

What happens when I upload a vendor invoice file? Peasy extracts the vendor name, line items, quantities, and amounts from supported files automatically. For PDFs and images, Peasy reads the document. For CSVs and spreadsheets, Peasy asks you to confirm the column mapping. Review the extracted data, make any corrections, and save. This is much faster than entering everything manually.

Good to Know

• Red badge on Bills means you have new, unreviewed bills. Clear the badge by reviewing and changing their status.
• Uploaded documents are processed automatically — Peasy reads vendor names, amounts, and line items from PDFs and images, and maps spreadsheet columns for CSV or spreadsheet uploads.
• Vendor emails from the Inbox stay linked to the bill after you create it, so you can reopen the bill and see the original email or attachments.
• Existing bills can have multiple files. Use Upload file from the Bills table row menu, or Add from the open bill preview.
• Bills can be linked to purchase orders so you can track the full cycle from ordering to payment.
• You can upload bills from the Inbox too — any documents that arrive via email can be processed into bills.

Related

• Creating Purchase Orders — The orders your bills relate to
• Buying Overview — How the Buy section works
• Using the Inbox — Processing incoming documents
• QuickBooks Sync — Sending bills to QuickBooks