Creating Bills

Learn how to enter new vendor bills into ReadyBuild.

Upload Instead of Manual Entry

Have a PDF or image of the vendor invoice? Use the Upload Bill feature to automatically extract vendor, date, and line item data. See Uploading Bills for details.

Creating a New Bill

From the Global Billing List

1. Navigate to Billing in the main menu
2. Click New Bill button
3. Fill in the bill details
4. Add line items
5. Attach documents (optional)
6. Click Save

From a Project

1. Open the project
2. Go to Financials → Billing
3. Click New Bill
4. The project is pre-selected
5. Complete remaining fields

Required Fields

For Draft Status

Only these fields are required to save as Draft:

• Type (One-off or Scheduled)

For Billed Status and Beyond

To move past Draft status, you need:

• Vendor - Select the contact/company
• Project - Associated project
• Due Date - When payment is expected
• Line Items with Cost Code and Unit assigned

Bill Header Fields

Field	Description	Required
Vendor	Select from contacts list	Yes (non-draft)
Vendor Bill #	Vendor's invoice number	No
Project	Associated project	Yes (non-draft)
Title	Description of the bill	No
Invoice Date	Date on vendor invoice	No
Due Date	Payment due date	Yes (non-draft)
Status	Current bill status	Auto-set

Adding Line Items

Each bill should have at least one line item:

1. Click Add Line Item or use the + button
2. Enter the Name/Description
3. Select a Cost Code
4. Enter Unit Cost (price per unit)
5. Enter Quantity
6. Select Unit (Each, LF, SF, etc.)

The line total calculates automatically (Qty x Unit Cost).

Line Item Fields

Field	Description	Required
Name	Item description	Yes
Cost Code	Budget category	Yes (non-draft)
Unit Cost	Price per unit	No
Quantity	Number of units	No
Unit	Unit of measure	Yes (non-draft)

Multiple Line Items

Add multiple line items to break down costs by category. Each line can have a different cost code for accurate job costing.

Scheduled Bills

For bills tied to project schedules:

1. Set Type to "Scheduled"
2. Select the Schedule
3. Choose the Schedule Task
4. Set Days (before or after)
5. Enter the Due offset (number of days)

Example: Due 7 days after "Rough Inspection" task completes.

Variance Bills

To track cost overruns:

1. Enable Is Variance toggle
2. Select a Variance Code
3. Complete other fields normally

Variance bills appear in variance reports and help track budget deviations.

Attaching Files

Invoice Documents

Upload the vendor's actual invoice:

1. Scroll to Invoice Documents section
2. Click Upload or drag-and-drop files
3. Supported formats: PDF, images, documents

Lien Waivers

Attach lien waiver documents:

1. Scroll to Lien Waivers section
2. Click Upload or drag-and-drop
3. Track conditional and unconditional waivers

QuickBooks Sync

To sync the bill to QuickBooks:

1. Enable Send to QuickBooks toggle
2. Ensure the vendor is synced to QB
3. Save the bill

The bill will sync on save if your company has QuickBooks integration enabled.

QuickBooks Requirements

• QuickBooks integration must be configured
• Vendor must exist in QuickBooks (or will be created)
• Line item cost codes should map to QB Items

Importing Bills from CSV

For bulk entry, use CSV import:

1. Go to Billing list
2. Click Import button
3. Download the sample CSV template
4. Fill in your bill data
5. Upload the completed CSV

CSV Format

The import supports 18 columns:

Bill Data (columns 1-12):

• vendor, project, variance_code, is_variance
• title, invoice_date, bill_status, due_date
• paid_by_id, send_to_quickbook, mark_as_owner, paid_date

Line Item Data (columns 13-18):

• item_name, cost_code, unit_cost, quantity, unit, builder_cost

Multiple line items for the same bill: leave columns 1-12 empty on subsequent rows.

Import Validation

Bills missing required fields will be imported as Draft status for manual completion.

Best Practices

1. Enter Bills Promptly

Record bills as soon as received to maintain accurate job costing.

2. Use Accurate Cost Codes

Select the correct cost code for each line item to enable meaningful budget comparisons.

3. Attach Original Documents

Upload the vendor's invoice for audit trail and reference.

4. Match to Purchase Orders

Link bills to the corresponding PO when applicable.

5. Track Variances

Flag unexpected costs as variances with appropriate variance codes.

6. Review Before Status Change

Verify all details before moving from Draft to Billed status.