Capture, verify, pay — no bill slips through.
Every vendor bill is a multi-line document with site, items, GST, and a verification step. Payments auto-allocate to the oldest outstanding so your aging stays honest.
Everything the vendor bills module ships with.
Multi-line bill capture
Items, quantities, rates, and per-line amounts with HSN and GST% per line. CGST/SGST/IGST and the GST tax invoice are computed automatically.
Verify-before-pay
Bills enter as "unverified" by default. A finance team member verifies before they're eligible for payment.
FIFO auto-allocation
Record a payment to a vendor; we allocate it across the oldest outstanding bills first, with full audit trail.
Per-site attribution
Tag each bill to a site so per-project P&L stays accurate without manual reconciliation.
Letterhead-branded print
Print bills and receipts directly under your letterhead and footer — looks like it came off your letterpad.
Edit safetyComing soon
Bills can be edited freely until a payment is recorded. After that they're guarded — you can't reduce a bill below what's already been paid without first reversing the payment. Full edit-versioning that keeps a linked snapshot of the original is on the roadmap.
What this looks like on a real site.
A bill gets paid twice because two people were handling it
Bills enter the system unverified by default and cannot be paid until someone in finance verifies them. That single gate stops the most expensive kind of mistake — the same bill paid once by the site supervisor in cash and again by the office through the bank. The verification is recorded with who did it and when, so there is never a debate about who cleared what.
The supervisor photographs a bill at the site
Capture happens where the bill arrives. A multi-line bill goes in with items, quantities, rates, HSN and per-line GST, tagged to the site it belongs to. CGST, SGST or IGST is worked out from the vendor's state, so nobody has to remember which applies. Finance verifies later from the office — the data does not wait for someone to reach a desk.
You need a bill on your own letterhead for the client
Bills and receipts print under your letterhead and footer, so what goes out looks like it came off your letterpad rather than out of a generic system. When a bill needs correcting after a payment has already been recorded, it's guarded — you can't drop it below what's already been paid without first reversing the payment, so your books can't silently fall out of balance. (Keeping a linked snapshot of the pre-edit bill is on the roadmap.)
Vendor Bills, answered.
Can I edit a bill after entering it?
Freely, until a payment has been recorded against it. After that it's guarded — you can't reduce the bill below what's already been paid without first reversing the payment, so money that has moved can't be silently written away. Full versioning that keeps a linked copy of the original is on the roadmap.
How do payments get matched to bills?
Record a payment to the vendor and it auto-allocates across their oldest outstanding bills first, with the full split written to the audit trail. This mirrors how builders actually pay — a lump sum on account — while still leaving you with a per-bill picture of what is settled.
Is the GST calculation compliant?
Bills carry HSN and a GST rate per line, and the tax splits into CGST/SGST or IGST based on the vendor's place of supply. The printed document is a GST tax invoice format. Your CA still files the returns — this makes sure the underlying data they file from is right.
Do bills affect project profitability automatically?
Yes, if you tag the bill to a site — which the capture screen prompts for. That bill immediately counts as cost against that project's live profit and loss and against its budget-versus-actual view. No month-end reconciliation exercise, no exporting to a spreadsheet to find out where a job stands.