Bills & Expenses

The Other Side of Accounting

Invoices are about money coming in. Bills and expenses are about money going out. BizBooks Pro tracks both sides of your cash flow, so you always know where you stand financially.

Bills vs. Expenses

Bills are payables - money you owe to vendors but haven't paid yet. They create a liability on your books and affect your accounts payable balance.

Expenses are direct payments - money that's already left your account. Use these for immediate purchases, credit card charges, and cash payments.

Cash Flow Visibility

See upcoming payments at a glance. BizBooks Pro shows bills due this week, next week, and beyond. Plan your cash flow knowing exactly what's coming. Never be surprised by a payment deadline.

Vendor Management

Keep all vendor information in one place. Contact details, payment terms, purchase history. When you enter a bill, select the vendor and their default terms apply automatically.

Automatic Accounting

When you enter a bill, BizBooks Pro automatically:

• Debits the expense or asset account
• Credits accounts payable
• Updates vendor balance

When you pay the bill:

• Debits accounts payable
• Credits your bank account
• Marks bill as paid

From Paper Receipt to Digital Record

Point your scanner at a receipt or vendor invoice and let BizBooks Pro handle the rest. The AI reads the document, pulls out the supplier name, total, and date, then lets you convert it into a bill or expense with one click. The scanned file stays permanently connected to the resulting entry.

• Intelligent OCR extracts vendor, amount, and date from uploaded images and PDFs
• Assign to an existing supplier or register a new one during the review step
• Pull up the original scan from inside any bill detail or transaction row
• Separate Bill Number column in the supplier activity log for quick reference

Pay Bills by Check -- Straight From the Bill

When you record a bill payment and choose "Check" as the method, BizBooks Pro launches the check writer with every field already auto-filled -- payee name, amount, date, and memo pulled directly from the bill. Save the completed check and the corresponding bill payment is logged automatically. The check number is stored as the payment reference, keeping your records linked without extra data entry.

• One-step process: Select "Check" on a bill payment and the writer opens with all data fields populated
• Automatic recording: Saving the check simultaneously posts the bill payment to your ledger
• Check number tracking: Each check number is captured as the payment reference for easy lookup
• No duplicate entry: Write the check and record the payment in a single action

Check Printing for Pre-Printed Stock

BizBooks Pro prints checks directly onto standard three-per-page pre-printed check stock. Upload a scanned image of your signature, then fine-tune exactly where the date, payee, dollar amount, written amount, memo line, and signature land on the page. Choose whether your checks sit at the top, middle, or bottom position on the sheet, and run an alignment test page before committing to live stock.