Create Bills and Matching (PO → Invoice → Bill → Payment)

Bills are your internal payable records based on supplier invoices. Document matching connects your entire procurement-to-payment workflow by linking Purchase Orders, Invoices, Bills, and Payment Records, creating complete visibility from what you ordered to what you paid.
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Key Benefits:

When suppliers create and send invoices, Quotable automatically generates corresponding Bills in your account. All invoice data transfers automatically including supplier information, line items, quantities, pricing, payment terms, and due dates. Bills are automatically linked to the Invoice and related Purchase Order through the Order.
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For suppliers not using Quotable, Buyers can create Bills manually by uploading their invoices or entering details directly. Go to Bills → + Create Bill. Upload supplier invoice (PDF, JPG, PNG) and AI Parser extracts data with 99% accuracy, or enter bill details manually including supplier info, line items, and amounts.

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Open any PO and click Create Bill. A bill form opens with the PO auto-linked. All PO details pre-populate including supplier, line items, and pricing. All fields remain editable to match actual supplier invoice.

Step 1: Purchase Order Created
You create a PO confirming your purchase commitment. PO contains line items, quantities, pricing, and terms. Creates an Order to group all related documents.
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Step 2: Supplier Creates Invoice
Supplier delivers goods and creates Invoice from their Sales Order. Invoice requests payment based on agreed terms.
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Step 3: Bill Auto-Generates (if supplier is using Quotable)
When supplier sends Invoice, Quotable automatically creates your Bill. Bill links to Invoice and PO through the Order. No manual data entry required.
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Step 4: You Verify and Pay
Review Bill matches PO and delivery. Pay via Quotable Payments or record offline payment. Payment Record links to Bill, Invoice, and PO automatically.

When Bills are auto-generated from supplier invoices, they link automatically to the corresponding Purchase Order through the Order relationship. No manual action needed.
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When creating an independent Bill, use the PO selector at the top of the form:

Linking to PO is optional. Create Bills without PO match for walk-in purchases, retail invoices, or ad-hoc expenses outside formal procurement.

Supplier company, contact person, phone, email, and address. Pre-fills from PO if linked or from uploaded invoice via AI Parser.
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Your company billing details and contact information. Pre-fills from your company settings.
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Delivery contact, phone, email, shipping address, and delivery instructions. Pre-fills from PO if linked.
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Add products from My Products catalog or manually:

Add services like shipping, freight cost, handling fees with quantities and pricing.
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Payment conditions (With Terms, Down payment, Check on Delivery) and payment schedule with milestones.
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Upload supporting documents and supplier invoice files. AI extracts invoice number for tracking.

Before approving payment, verify three key documents:

Check that:

Common mismatches to review:

Contact supplier to resolve differences before payment.

When you pay a Bill, create a Payment Record that automatically links to:

Online: Pay via Quotable Payments (Stripe/PayMongo). Payment Record auto-creates with status Verified.

Offline: Record bank transfer, check, or cash payment manually. Upload proof of payment. Status: For Verification until supplier confirms.
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Create multiple Payment Records for one Bill. System tracks cumulative payments and remaining balance automatically. Bill status updates to Partially Paid then Paid when complete.

Open any Order to see all matched documents:

See which documents are linked:

Click any document number to navigate and view complete details.

Scenario: ₱100,000 Laptop Order

Complete document trail from order commitment to payment for compliance, auditing, and financial reporting. Every transaction has full supporting documentation linked together.

Catch billing mistakes before payment by comparing Bills to POs. Verify you're paying correct amounts for goods actually ordered and received.
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Month-end reconciliation is streamlined when all documents are linked. Match payables to purchase orders and payments to invoices instantly without searching.
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When payment disputes arise, access complete matched documentation showing what was ordered (PO), invoiced (Invoice), owed (Bill), and paid (Payment Records).

PO → SO → Invoice → Bill (auto-matched through Order). Payment Records link when you pay. Zero manual matching needed.
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You upload supplier invoice → Create Bill → Link to PO manually → Verify amounts → Create Payment Records when paying. Some manual matching required but AI Parser extracts data.

Track every document from Purchase Order through Invoice and Bill to Payment. Quotable automatically matches and links everything—giving you complete visibility and control over procurement spending.
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