Bills

In Heeros PSA, you can create or receive bills (aka purchase invoices) electronically, allocate bills to one or more projects, check and approve the bills within the organization, and invoice them back to your customers. Note! Available features may vary depending on your accounting software integration.

Permissions: Bills
PSA plans: Business (addon for extra cost), Enterprise, Enterprise+

Bills List

Costs > Bills

In the bills listing, you can see al bills received and added to your company, as well as their status, amounts, approver, and other invoice details. You can search for bills using different search criteria.

• Options: You can change the status of multiple bills at once by checking the invoices and clicking the Options button to perform the desired action. 
• Print & Export: Functions related to the financial management integration you have activated. 
• Status: Filter the displayed bills by status. 
• Created/Accounting date/Due Date Span: Filter the displayed bills by date. 

Bills statuses and their colors: 

• Waiting: yellow, awaiting approval
• Pre-Approved gray
• Approved green
• Rejected pink
• To Payment blue, ready for payment (must be transferred via integration)
• Archived lilac, all actions completed in PSA

Adding a Bill Manually

You can add a bill for expense tracking and allocation purposes.

1. Navigate to Costs > Bills.
2. Click Add bill.
3. Select the supplier from the right menu. Accounts with the type "supplier" are displayed with (Supplier) information.
   -You can designate an existing account as a supplier by selecting the account and following the on-screen instructions.
   -You can also add a new supplier by typing the supplier's name and adding it as a new account.
   -You can select if archived accounts are shown on the list. 
4. Add Billing info.
   - Accounting date can be used to target bills costs to different months. In Settings > Invoicing & Bills section admin users select which date – bill date or the accounting date – is used for cost targeting.
   
5. Add recipient Bank account details.
6. Add invoice rows. 
7. Target bill to project or purchase order if needed. 
8. Click Save. 
9. After saving you are able to add comments or attachments to the bill if needed (data transfer depends on the integration). 

Receiving Bills Electronically

You can receive all bills electronically into Heeros PSA (paper invoices via scanning service), when you have a suitable financial management integration, such as Heeros Purchase Invoices. Once the integration is activated, electronically received bills arrive directly in the Bills module. Default bill status and receiver can be defined in the settings. Learn more about electronic receipt of bills from the section Integrations. 

The fetched data and available bill features may vary between integrations. For example Accounting date is fetched from these: Procountor, Netvisor, Talenom, Heeros, Merit Aktiva, Fortnox.

Note! If editing imported bills is allowed in the settings, the editor of the bill must check the final sums of the bill after editing. Read more here. 

Targeting a Bill to an Account/Project and Quote

You can target a bill to one or more accounts/projects and quotes. A cost allocated to a project enables cost tracking and re-invoicing of costs on a sales invoice.

• Bills appear in the project costs once they are Approved.
• A bill can be re-invoiced on your project invoice, when:
  • the bill status is Approved
  • the project invoicing status is Billable
  • the project's active billable items include Bills. 

1. Navigate to Costs > Bills > [Selected bill].
2. Click Edit
3. Click Target bill to project and then the green + sign.
4. Search the account/project.
5. Target to quote topic row if needed. You can open the project in a new browser window by clicking the eye icon, if needed.
6. Add a description, which will appear on the project costs and customer's sales invoice.
7. Add the split%, meaning which part of the bill is allocated to the selected project and quote. The amount is calculated automatically according to the defined split%.
8. Click Save.

Allocating a Bill to an Purchase order

If the bill is related to a previously created purchase order but has not been matched automatically (e.g., the supplier did not use the required reference on the bill), you can manually match them as follows. Without matching, the cost may appear as a duplicate on some reports: the purchase order as a forecasted cost and the bill as an actual cost.

1. Go to Costs > Bills > [Selected Bill].
2. Click Edit > Purchase Order Sync.
3. Click the green + button, and in the slider that opens, select the correct purchase order by clicking Sync.
4. Save the changes made to the bill. 

Bills' approval cycle

By changing the status of a bill, you can assign it for the next person. The assignee must have permissions for bill handling and bill notifications activated. 

The status can be changed on an individual bill or to multiple bills from the bill list. Note! If you add a message, it will be saved for all the bills you edited at once. 

1. Click the next phase in the top of the bill. 
2. A new window opens. Select the assigned user.
3. Write a message to the next assignee. The message will also be saved in the bill's Messages & Log field.
4. Click OK. The assignee will be notified, if their bill notifications are activated. 

Payments

It is not possible to pay bills directly in the program. Depending on the financial management software in use, approved bills can be sent to the financial management integration for payment from the bills list view.

1. Select the bill(s) to be paid by clicking the checkboxes in front of the rows.
2. Select the action from the Print & Export menu, for example Send to Procountor. (Available actions depend on the financial management integration in use.)