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

1. Click the + New button.
2. Upload a PDF or image of the vendor invoice.
3. Peasy processes the file and extracts vendor name, amounts, line items, and dates.
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.

Upload a CSV or Spreadsheet

CSV, TSV, XLS, and XLSX files do not attach to bills directly — they always go through Data Imports so the column mapping can be saved and reused. Drop a spreadsheet on the Bills page upload area (or paste tabular text) and Peasy hands it off to the Data Imports wizard inside the same flow. Map the columns once, finalize, and the staged bills land in your Inbox for review. See Reusable Spreadsheet Data Imports.

Attaching a CSV or spreadsheet to an existing bill is also blocked for the same reason — Peasy returns a clear error and points you to Data Imports.

Create Manually

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

Bill # is required — Peasy uses it to match against QuickBooks, avoid duplicates, and keep received logs tied to the right invoice. The field is marked with a red asterisk and you'll see an inline validation error if you try to save without it.

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.

Receive into Inventory After Saving

When a bill is linked to a purchase order, you can receive its line items into inventory in the same step. Tick the Receive into inventory checkbox at the bottom of the bill form before clicking save. The bill is created as usual, and Bulk Receive opens straight away with one row per matching line item — qty, location, and unit cost prefilled from the PO.

The Bulk Receive grid shows a Status column for each row:

• Ready to receive — nothing has been received against this PO line yet.
• Partially received — some quantity has already been received; the remaining qty is still editable.
• Already received — the PO line is fully received; the row is read-only.

Receive Items submits the editable rows; the bill reference (number and ID) is carried through onto every received log so the history view shows which bill the receipts belong to. If every line is already fully received, the modal opens in confirmation mode with a Close button instead of Receive Items.

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.

Only PDFs and images can be attached to a bill. CSV, TSV, and spreadsheet files are rejected with a Data Imports message — use Inbox & Imports for those.

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 Shipping 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.

Paying a Bill

Use Pay Bill as the starting point for bill payments. The dialog asks how you want to pay, then routes you to the right workflow.

Record an Offline Payment

If you've already paid the vendor outside of Peasy — a check in the mail, a bank transfer your bank initiated, or a one-off ACH from your accounting software — open the bill (or the ⋮ menu on the Bills page), choose Pay Bill, then change Payment method from Pay with Peasy to the outside method you used. Enter the amount, date, reference details, and an optional memo, then save. The bill's Paid and Balance columns update, and if QuickBooks is connected, the payment syncs across. Full walkthrough: Recording a Payment.

Paying a Bill via ACH

To send money through Peasy, choose Pay Bill and leave Payment method set to Pay with Peasy. Peasy checks whether your payment setup and the vendor's bank destination are ready before it lets you send the ACH credit:

1. Open the bill, or use the ⋮ menu on the Bills page, and choose Pay Bill.
2. Leave Payment method set to Pay with Peasy.
3. Review the Payment amount. You can pay the full balance or enter a smaller amount for a partial ACH payment. Add a Memo if you want an internal note saved with the payment.
4. Peasy walks through what's needed before the payment can send. Depending on what's missing, you might be asked to finish your own payment setup, wait for verification, or add the vendor's bank.
5. If the vendor doesn't have a bank on file yet, you can either enter the bank details inline (routing, account, holder name and type) or choose Request from vendor to email the vendor a link to add their own bank.
6. Once a bank is ready on both sides, choose the source account to pay from and confirm the payment.

If the payment covers the full remaining balance, the bill marks as Paid as soon as you confirm so it drops out of your open queue right away. If you send a partial ACH payment, the bill stays Open with the lower remaining balance. A Transferring badge stays in the Status column while the ACH credit moves (1–3 business days to settle). If the transfer is ever returned or reversed by the bank, Peasy updates the bill based on the balance that is still owed.

When a vendor already has bank details on file, open bills for that vendor show a Ready to pay badge in the Status column on the Bills page.

Request Vendor Bank Details

Choose Request from vendor when you want the vendor to add their own bank info or review the payment online. Confirm the vendor's email and message, then click Send request. Peasy emails the vendor a one-click link into a small vendor portal where they can add a bank account or see the status of a payment you've already sent. The vendor doesn't need a Peasy account — the link signs them in automatically through a secure magic link.

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 an offline payment for less than the bill total, or send a partial ACH payment through Pay with Peasy. The bill keeps the remaining balance open, 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 PDFs and images automatically — review and save. CSV and spreadsheet uploads are routed to Data Imports instead, where you map columns once and finalize the staged bills from your Inbox. See Reusable Spreadsheet Data Imports.

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. CSV and spreadsheet uploads always go through Data Imports.
• 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