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Bill

Q1. What is a “Bills” ?​

A bill is a document received from a supplier or service provider that outlines charges for goods or services rendered. In the context of the Bills module, it serves as a formal record of business expenses such as vehicle rentals, driver services, or other operational costs.

Q2. How does this bills module help my business?​

Bills help businesses to:

  • Track and manage expenses accurately
  • Ensure timely payments to suppliers
  • Maintain financial records for reporting and budgeting
  • Link expenses to related trips or services

Q3. How do I create a new bill?​

To create a new bill, go to the Bills section from the main menu and click the plus button.
A form will open where you can fill in the required fields like:

  • Bill Number
  • Choose Supplier
  • Serving Company
  • Select Bill Date and Due Date
  • You can add notes if needed
  • Mark the Status of the bill

You can add bill items manually or add associate trips to the bill by clicking on the add item button.
Once done, click Save to store it.

Q4. What is Bill No?​

Bill No (Bill Number) is a unique identifier assigned to each bill.
You can manually enter the Bill No when creating a new bill, usually using the number provided by the supplier (from their invoice).

Q5. Can I edit a bill after saving it?​

Yes, you can edit a saved bill by clicking the pencil/edit icon under the Action column for that Bills.

To link a trip to a bill:

  1. Open or create a bill.
  2. Click the ‘+ Add Trip’ button.
  3. A list of trips related to the selected supplier will appear.
  4. Select the relevant trip(s) and click ‘Set Selected’ to associate them with the bill.
  5. Finally click Save.

Q7. What does the ‘Open’ status mean in the bill?​

The "Open" status means the bill has been created but no payment has been made against it yet.

Q8. Is there a way to add multiple services under a single bill?​

Yes! While creating or editing a bill, use the ‘+ Add Item’ button to include multiple services or manually add cost entries.
Each item can include a title, item notes, unit cost, quantity, and applicable taxes. The system will automatically calculate the total.

Q9. Can I edit a bill after saving it?​

Yes, you can edit a saved bill by clicking the pencil/edit icon under the Action column on the Bills page.
This allows you to update fields like dates, status, items, or associated trips.

Q10. Can I attach documents like receipts or PDFs to a bill?​

Yes, you can upload files (e.g., PDFs or images). You can also add important information in the Notes section or reference document numbers there.

Q11. How can I track overdue bills?​

You can easily track overdue bills by sorting or filtering the list by the Due Date and Status.

Q12. What’s the difference between Supplier and Serving Company in a bill?​

The Supplier is the vendor who issued the bill, and the Serving Company is your internal company branch or department responsible for that transaction.
This helps in tracking where the cost is incurred and who the vendor is.