Create Bills

You can create bills in Zoho ERP to record amounts payable to your vendors for goods or services received. This helps you track due dates, manage unpaid bills, and ensure your accounts payable and financial reports remain accurate.

Methods to Create Bills

Zoho ERP provides you with multiple ways to create bills, making it easy to record vendor payables based on how you receive invoices and manage purchases. You can choose the method that best fits your workflow, whether you are entering bills manually, importing them in bulk, or generating them from purchase documents.

The following methods are available to create a bill:

Create manually: Use this method to enter bill details manually by filling in vendor information, bill date, due date, line items, and taxes. This is ideal when you receive invoices offline or need full control over bill entry.
Import bills: Import multiple bills at once using a CSV, TSV, or XLS file. This is useful when migrating data from another system or recording many bills in bulk.
Clone bills: Create a new bill by copying the details of an existing bill. This helps you quickly record similar bills without re-entering all the information. Learn how to clone bills.
Create from vendor details page: Create a bill directly from a vendor’s details page. This method automatically associates the bill with the selected vendor, saving time.
Generated child bills of a recurring bill: Automatically generate bills from an existing recurring bill template. Each generated bill (child bill) is created based on the defined schedule, helping you manage regular vendor payments such as rent or subscriptions. Learn how to set up a recurring bill profile{}.
Upload bills: Zoho ERP automatically extracts key details such as the vendor name, bill date, bill number, and amount from the uploaded bill and creates a draft bill for your review. You can verify the extracted information, make any necessary changes, and save the bill.
Created from bills inbox: Bills received through the Bills Inbox are automatically scanned to extract key details such as the vendor name, bill date, bill number, and amount. These scanned bills can then be reviewed and converted into bills after verifying or editing the extracted information. This streamlines bill creation by capturing invoices as soon as they are received.
Create from purchase order: Convert an approved purchase order into a bill once the vendor invoices you. This ensures consistency between ordered and billed items. Learn how to convert a purchase order into a bill.
Create from purchase receive: Create a bill from a purchase receive when goods have been received but the invoice arrives later. This helps accurately record inventory and payables. Learn how to convert a purchase receive into a bill.
API: Use Zoho ERP APIs to programmatically create bills from external applications or systems. This is ideal for advanced integrations and automated workflows.

Create Bills Manually

You can crate a bill manually from the Bills module by filling in by vendor information, bill date, due date, line items, taxes, and other information.

To create a bill manually:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Click + New in the top right corner.
Fill in the following details on the New Bill page:

Vendor Details

Vendor Name: Select the vendor from whom you received the bill. You can choose an existing vendor from the dropdown. If the vendor does not exist, you can create a new one directly by clicking + New Vendor from the dropdown.

Once you select a vendor:

The billing address associated with the vendor is automatically displayed.
The vendor’s currency is shown next to the vendor name.
You can edit the billing address by clicking the Edit icon next to the vendor if required.

Bill Details

Bill#: Enter the bill number provided by the vendor. This helps in identifying and reconciling vendor invoices.
Order Number: Enter the purchase order or reference number associated with the bill, if applicable. If you enter a purchase order number that is available in the app, the bill will be associated with the purchase order after you save it.
Bill Date: Select the date mentioned on the vendor’s invoice.
Due Date: Choose the date by which the bill needs to be paid.
Payment Terms: Select the payment terms agreed with the vendor. Based on the selected terms, the due date is calculated automatically.
Accounts Payable: Choose the accounts payable account under which the bill will be recorded.
Subject: Enter a short description or subject for the bill (up to 250 characters) to help identify it easily.

Item Table

Item Details: Select the item to be included in the bill.
Account: Choose the expense or asset account to which the item amount should be recorded.
Quantity: Enter the quantity of the item purchased from the vendor.
Rate: Enter the rate per unit of the item purchased from the vendor.
Customer Details: Associate the bill item with a customer if the expense is billable or needs customer tracking.
Amount: The amount is calculated automatically based on the Quantity and Rate.
Click + Add New Row to add more rows to the item table.

Total

Discount: If discount is calculated at transaction level for the bill, enter the discount you received from your vendor.
Adjustments: Add rounding differences or additional adjustments if needed.

Other Details

Notes: Add notes related to the bill. These notes will appear on the PDF version of the bill.
Attach Files to Bill: Upload supporting documents such as vendor invoices or receipts. You can upload up to 5 files, with a maximum file size of 10 MB per file.
Save the bill.
- Save as Draft: Save the bill without marking it as open.
- Save as Open: Save and mark the bill as open for payment.

Edit Bills

You can make changes to the bills in your organization by editing them.

To edit an individual bill:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bill you want to update.
Click Edit at the top of the Bill’s Details page.
Make the required changes changes and click Save.

You can update the details of multiple bills at once using Bulk Update. Here’s how:

Go to Purchases on the left sidebar.
Hover over Bills in the Modules bar and select Bills from the dropdown.
Select the bills you want to update.
Click Bulk Update at the top of the Bill’s List page.
In the Bulk Update pop-up, select the field to be updated and enter the new value.
Click Update to save the details.