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Vendor bills & payments
Record supplier invoices with due dates, take partial or full payments, and track AP balances — separate from same-day expenses.
Finance · Academy
What this section is
Vendor bills are A/P (Accounts Payable): supplier invoices with due dates, partial payments, and remaining balance. Use them when a vendor bills you (linen, laundry contract, maintenance). Use Expenses for simple same-day spend with a receipt. Inventory three-way match (PO/GRN/bill) is a related but separate Inventory flow — operational vendor bills live here.
In the owner dashboard
Open Vendor bills & payments under Listing / Property after you claim a stay. Same vocabulary as Help Academy.
~10 min
Typical time to read this guide and complete the screen once for a small property.
Finance · AR, AP & expenses
Collect what you are owed and track what you owe: AR, vendor bills, channel commissions, expenses, and TDS.
Help cues
When to use it
Cue 1
Laundry invoice due 20 Oct — ₹6,500.
Cue 2
Pay half now, half next week.
Cue 3
Owner asks what we still owe suppliers.
Do this
Step-by-step
-
Create a vendor bill
Finance → Vendor bills → Create. Vendor, bill date, due date, amount, notes/reference.
India example: Metro Linen · VB-… · ₹8,000 · due 15 Oct. -
Pay (full or partial)
Open the bill → Pay. Record method and amount. Balance updates; status moves toward paid.
India example: Pay ₹4,000 UPI now → balance ₹4,000. -
Void only with care
Void wrong bills before payment confusion spreads. Keep paid history for audit.
India example: Duplicate bill → void · keep the correct VB.
Tips
Match due dates to cash planning — do not pay everything the day it arrives if terms are 15 days. · Inventory PO invoice matching is for stock GRNs; routine utility/laundry bills often sit here.
Common mistakes
Booking the same laundry invoice as both a Vendor bill and an Expense — double cost in P&L.
Staff training
Detailed examples
Full India-hotel scenarios — same structure as Help Academy. Follow on the live screen with your team.
Example 1: Laundry bill — pay half now
Setting
Vendor invoice ₹8,000 · due 15 Oct · cash tight this week.
Who is involved
Accountant Meera · Owner
Vendor bill tracks AP. Partial pay is normal — do not also enter the full amount as an Expense.
| # | What staff do | What they should see |
|---|---|---|
| 1 | Vendor bills → Create · ₹8,000 · due 15 Oct | Open balance ₹8,000. |
| 2 | Pay ₹4,000 UPI | Balance ₹4,000 · partial. |
| 3 | Schedule remaining before due date | AP under control. |
Pricing unlock
Which plans include Vendor bills & payments
Ready to set this up?
Claim your listing, open Vendor bills & payments in the owner dashboard, then continue Setup order.