Create Bills

In this help document, you’ll learn the various methods by which you can create bills in Zoho Spend.

Create a Bill

To create a bill:

• Go to Bills under Payables.
• Click + New in the top right corner.
• Fill in the following details:
  • Vendor Name: The vendor whose bill you are recording.
  • Bill#: The unique number for the bill. If you want the bill number to be auto-generated, click the Gear icon next to the field, select Continue auto-generating bill numbers, enter the required Prefix and Next Number, and click Save.
  • Order Number: The reference number for the bill. If you’re creating this for an existing purchase order in Zoho Spend, you can enter the purchase order’s number here.
  • Bill Date: The date on which you create the bill.
  • Due Date: The due date for bill payment.
  • Payment Terms: The time frame within which you need to pay your vendor. For example, Net 15 would mean you’ll have to pay the vendor within 15 days from the date when the bill is created. When you select a payment term, the Due Date will be adjusted accordingly. You can create new terms by selecting Configure Terms from the dropdown. Click + Add New, enter Term Name and Number of Days, and click Save.
  • Accounts Payable: The account through which you’ll track the amount you owe vendors for the bills created.
  • Item Table: Add the items to be included in the bill. Enter or select the items required from Item Details. Other details of the item, such as the Account, Tax, Rate, and Amount, will be auto-populated.
    • Click + Add New Row to add more items.
    • Click + Add Items in Bulk, select the required items and their quantities, and click Add Items to add items in bulk.
• Once you’ve added the required details, click Save.

Make a Bill Recurring

If you have expenses that occur at regular intervals, such as office rent, subscriptions, and other recurring expenses, you can make the bill recurring. Once you set the amount and the interval, Zoho Spend automatically creates new instances of the bill at the specified intervals.

To make a bill recurring:

• Go to Bills under Payables.
• Click the More icon in the top right corner and select Make Recurring. You’ll be redirected to the New Recurring Bill page.
• Details of the parent bill will be auto-populated. Fill in the following details:
  • Profile Name: Enter a name to identify the recurring bill.
  • Repeat Every: Select the frequency of the recurring bill.
  • Starts On and Ends On: Enter the recurring bill’s duration. If you don’t want the bill to expire, check Never Expires.
• Once you’ve added the required details, click Save.

Clone a Bill

If you want to create a new bill with details similar to an existing one, you can clone the existing bill. Here’s how:

• Click Bills under Payables.
• Click the bill you want to clone.
• Click the More icon in the top right corner and select Clone.
• Make the necessary changes on the page that appears and click Save.

Import Bills

If you’ve created bills from external sources, you can import them into your Zoho Spend organization. Here’s how:

• Click Bills under Payables.
• Click the More icon in the top right corner and select Import Bills.
• Click Choose File and select the file you want to import. Or, drag and drop the file that you want to import.

• Select the Character Encoding and File Delimiter.
• Click Next.
• Check the mapping of the fields and click Next.
• Click Import.