Frequently asked questions

1. Go to Bill Pay and select ‘Add bill’.
2. Add the bill in one of two ways: drag and drop one or more files, or forward it to the email address shown under ‘Add bill’.
3. Check the supplier details, amount, issue date, due date and bank account, and fill in anything missing.
4. Select ‘Submit’. Once submitted, the details cannot be changed.

A new bill arrives as ‘Draft’ if key details are missing, or ‘New’ if we picked them up from the bill for you.

Submitted bills follow one of two paths:

• With approval: the bill needs approval before you can pay it.
• Without approval: the bill is ready to pay straight away.

1. Select ‘Pay’ beside the bill.
2. Choose Faster Payments or CHAPS and confirm the amount.
3. Enter your passcode to authorise the payment.

Create a policy if you want someone else to review bills before they are paid.

1. Go to Bill Pay and select the ‘Approval policies’ tab.
2. Select ‘Add policy’.
3. Add a name and description.
4. Set your conditions, for example the amount, the supplier, who created the bill, or the tags on it. The policy applies if a bill matches any of them.
5. Choose who needs to approve: a specific person, anyone from a list, anyone with a set role, or one person after another.
6. Select ‘Save’.

Bills with an ‘Awaiting approval’ status need to be reviewed before they can be paid.

1. Go to Invoicing and select ‘Create invoice’.
2. Add a customer from the dropdown, or create a new one.
3. Add your invoice items, with the quantity, price and VAT rate for each.
4. Set the payment terms, 30 days, 60 days or your own, and choose the account where you want to be paid.
5. Turn on payment reminders if you want them, before the due date or after it.
6. Check the total in the live preview, then select ‘Save and continue’.

You have two options:

• Issue and send: we email the invoice to your customer. You can review the email text first.
• Issue only: you download a PDF and send it yourself.

Once issued, the invoice gets its own number and cannot be changed.

When the payment arrives in the account shown on the invoice, we mark the invoice as paid for you. If we cannot match a payment, for example it was paid in cash or into a different account, record it yourself:

1. Open the invoice and select ‘Record payment’.
2. Add the payment amount and date.
3. Select ‘Save’.