Admin Guide: Setting up Bills

This guide will walk you through how to activate and set up Bills as a bill admin.

Step 1: Navigate to the Bills page and activate the product by clicking “Get started”

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Once you activate Bills, it will become visible in your account for all users in the account. All users will be able to start submitting bills for approval.

Step 2: Connect to Xero Expenses and Bills

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To set up and manage accounting connections, check out our specific guides for Xero, QuickBooks and NetSuite integrations.

Note: If your account is already connected to Expense and Bills accounting connection, you can skip this step. You will see that your bill data is already connected in the Bill Settings page.

Step 3: Configure bill fields settings

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Once connected to an accounting software, navigate to the Settings page in Bills, where you will see a list of fields in the bill details form that you can customise.

Certain fields are not configurable and are by default required in order to sync with your accounting software. These fields include:

  1. Vendor
  2. Invoice date
  3. Due date
  4. Line item description
  5. Line item price and quantity
  6. Line item chart of accounts

Certain fields are configurable. You can choose whether these fields should be displayed to your users and set as required when they submit a bill. These fields include:

  1. Invoice attachment
  2. Bill description
  3. Invoice number
  4. Line item tax rate
  5. Line item tracking categories

Note: If you are using Bills without connecting to an accounting software, you will be able to configure all fields and choose whether to display them and set them as required.

Step 4: Configure bill approval workflows

On the Settings page, scroll down to the Approvals configuration section and click “Manage approvals” to navigate to the approval configuration and management page for Bill workflows.

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By default, all bills submitted in the account will go to a bill admin for approval. To customise this, you can create a new approval workflow. Check out our guide to setting up custom bill approval workflows.