What are Bills and Invoices?
Invoices are created by sellers requesting payment for goods or services. Bills are the buyer's internal record of amounts owed. When a seller creates an invoice, a corresponding bill is automatically generated in the buyer's account for payment tracking.
How to Pay Bills
Pay via Embedded Payment Link
When you receive an invoice from a supplier, open the bill in your Quotable account or click the payment link in the email notification. Click Pay Now to access the embedded payment interface. Choose your payment method and complete the transaction. Payment is processed instantly and both parties receive confirmation.
Record Offline Payments
If you pay via bank transfer, check, or cash, record the payment manually.
Open the bill and click Record Payment.
Enter payment amount, payment method, transaction reference number, and payment date. Upload proof of payment (bank receipt, check image) as supporting documentation.
Click Submit to create the payment record. The seller will get notified you've sent payment. No more manual screenshots!
Partial Payments
Bills support partial payments. Record the amount paid even if it's less than the total due. The system tracks remaining balance automatically. Continue recording payments until the full amount is settled.
Payment Methods Supported
Embedded Online Payments
Quotable Payments Powered by Stripe
Sellers can accept payments wherever Stripe is available.
Credit/debit cards
Buy Now, Pay Later (BNPL)
ACH/bank transfers
All stripe payment methods
Quotable Payments/Wallet Powered by Paymongo
Sellers can accept the following payment methods in the Philippines
Credit/debit cards
Digital wallets (Gcash, Maya)
Sellers can accept digital bank transfers directly to their Quotable wallet via Instapay and PESONet
Buyers can pay suppliers to any bank account via the Quotable wallet and pay via Instapay and PESONet
Offline Payment Recording
Bank transfers
Checks
Cash payments
Other payment methods
Buyers and sellers can pay or accept payments using their own methods via uploading manual payment records. All payment methods are tracked with complete audit trails including dates, amounts, and verification status.
Payment Status Tracking
Unpaid
Bill created but no payment recorded yet. This is the default status when an invoice/bill is first created.
For Verification (Unverified) if both parties are using Quotable
Payment has been recorded but awaiting verification from the seller. Applies to offline payments where proof of payment needs confirmation if both parties are using Quotable.
Paid (Verified) if both parties are using Quotable
Payment confirmed and verified by seller. Invoice and bill are marked as fully settled. Transaction is complete.
Creating Independent Bills
Upload Supplier Invoices
If you receive invoices from suppliers not using Quotable, create independent bills by uploading their invoices.
Go to Bills and click +Create Bill.
Upload the supplier's invoice (PDF, JPG, PNG) use the AI parser or Link to an existing PO
AI Parser extracts invoice details with 99% accuracy. Review extracted data, add payment terms or due dates, and save.
Link to existing PO and the details will automatically populate, attach the invoice to the bill
Manual Bill Creation
Create bills manually from Purchase Orders or independently. Enter supplier information, invoice number, line items, amounts, and due date. Useful for recording walk-in purchases or offline transactions.
Payment Workflow if both buyer and seller are using Quotable AI
Step 1: Receive Invoice
Supplier creates invoice. Bill is automatically generated in your account. You receive email notification with invoice details and payment link.
Step 2: Review Bill
Open bill to verify amounts, line items, and payment terms. Match bill against original Purchase Order and delivery records. Flag any discrepancies for resolution.
Step 3: Make Payment
Choose payment method (embedded link or offline). Complete transaction or record payment details. Upload proof of payment if paying offline.
Step 4: Verification
Seller verifies received payment (for offline payments). Payment status updates to Verified. Invoice and bill marked as Paid.
Step 5: Record Keeping
Sync to accounting system (Xero, QuickBooks) automatically. Maintain complete audit trail for compliance.
Payment Records
All payments create Payment Records that include:
Payment amount and date
Payment method used
Transaction reference number
Verification status
Linked invoice and bill
Proof of payment attachments
Timestamp and user who recorded payment
Payment Records provide complete audit trails for financial reconciliation and reporting.
Result
Pay suppliers faster with embedded payment links or maintain accurate records of offline payments. Track every payment from submission to verification with complete transparency for both buyers and sellers.
Tips
Use embedded payment links for instant payment and faster supplier collections
Record offline payments immediately after bank transfers to maintain accurate records
Upload proof of payment (receipts, screenshots) for verification
Partial payments are supported, record what you pay even if not the full amount
Set due date reminders to avoid late payment penalties
Match bills to Purchase Orders before paying to verify accuracy
Download payment receipts for your accounting records
Sync payments to Xero or QuickBooks automatically
Use independent bills to record invoices from suppliers not on Quotable
Track payment status to manage cash flow and payables
Verify payment details before submitting to avoid errors
Pay suppliers on time, track every transaction, and maintain complete payment records, all in one system from invoice receipt to payment verification.