Managing Bills

Learn how to edit, void, duplicate, and delete vendor bills.

Viewing Bills

Global Billing List

Access all bills across projects:

1. Navigate to Billing in main menu
2. Use filters to narrow results:
   • Status
   • Vendor
   • Project
   • Due date range
   • Amount range
   • Cost code
   • Variance code

By default every bill appears in this list. If your company has the hide non-project bills option enabled, bills with no project on any line item — for example, QuickBooks Online bills imported without a customer reference — are hidden from the list. They remain stored in ReadyBuild either way.

Project-Specific Bills

View bills for a single project:

1. Open the project
2. Go to Financials → Billing
3. See only bills associated with this project

Filtering and Sorting

Available Filters

Filter	Description
Status	Filter by bill status
Vendor	Filter by vendor contact
Project	Filter by any line item's project
Due Date	Date range (from/to)
Invoice Date	Date range (from/to)
Paid Date	Date range (from/to)
Bill Amount	Amount range (min/max)
Cost Code	Filter by cost code on line items
Variance Code	Filter by variance code on line items
Send to QuickBooks	Filter by QB sync flag

Sorting Options

Click column headers to sort by:

• Bill Number
• Invoice Date
• Due Date
• Paid Date
• Title
• Status
• Amount

Editing Bills

The bill form opens in a full-screen view, giving the line-item table room for the per-line Project, Cost Code, and Variance Code columns.

Edit Bill Details

1. Click on a bill to open it
2. Modify header fields as needed
3. Click Save

Edit Line Items

1. Open the bill
2. In the Line Items section:
   • Edit existing items inline
   • Add new items with Add Line Item
   • Remove items with the delete button
3. Save changes

:::note Status Restrictions Some fields may be read-only depending on bill status. Paid and Void bills have limited editing. :::

Projects and Variance Codes on Line Items

Both the Project and the Variance Code live on each line item, not on the bill header:

• Project — choose the project each line is costed to. A single bill can therefore span multiple projects. Use the Apply project to all items control above the table to set the same project on every line at once.
• Variance Code — assign one to flag that line as a variance; leave it blank for baseline cost. There is no bill-wide variance toggle. See Understanding Bills.

In the bills list, the Project and Variance Codes columns are derived from the line items — they show the first value plus "(+N more)" when a bill has several.

Changing Bill Status

Status Transitions

From	To	Action
Draft	Billed	Update status (requires complete data)
Draft	Void	Void the bill
Billed	Ready to Pay	Mark as approved
Billed	Void	Void the bill
Ready to Pay	Partial Payment	Record a partial payment (automatic)
Ready to Pay	Paid	Record full payment (automatic)
Ready to Pay	Void	Void the bill
Partial Payment	Paid	Record remaining payment (automatic)
Partial Payment	Void	Void the bill
Paid	Void	Void a paid bill (reverses payment records)

:::info Automatic Statuses Paid and Partial Payment statuses are managed automatically based on payment records. You cannot select them manually from the status dropdown. Record payments using the Bill Payments section on the bill form. :::

Updating Status

1. Open the bill
2. Change the Status dropdown
3. Save

Voiding Bills

Void a bill to cancel it without deleting the record:

1. Open the bill
2. Click Actions → Void
3. Enter a Void Reason (optional but recommended)
4. Confirm the action

:::tip Paid Bills Can Be Voided Unlike deletion, paid bills can be voided. This allows you to reverse a payment if needed - useful when a payment was recorded in error or needs to be re-processed. :::

What Happens When Voided

• Status changes to Void
• Payment fields are cleared (paid_date, paid_by)
• Bill no longer affects job costing totals
• Record is preserved for audit trail
• QuickBooks sync handles based on company setting:
  • Delete: Removes bill and BillPayments from QB
  • Note: Adds "(VOIDED in ReadyBuild)" note to QB bill
  • None: No action in QB

:::warning Checkbook.io Restriction The only restriction: bills with active Checkbook.io payments cannot be voided. Wait for the payment to complete or cancel the payment first. :::

Duplicating Bills

Create a copy of an existing bill:

1. Open the bill
2. Click Actions → Duplicate
3. A new bill is created with:
   • All line items copied
   • All files copied
   • Status set to Draft
   • Title prefixed with "Copy of"
   • New bill number assigned
   • Payment fields cleared

Use duplication for recurring vendor bills or similar charges.

Deleting Bills

Permanently remove a bill from the system:

1. Open the bill
2. Click Actions → Delete
3. Confirm the deletion

Deletion Restrictions

Bills can only be deleted if status is:

• Draft
• Billed
• Ready to Pay

Paid and Void bills cannot be deleted - use Void instead.

:::danger Permanent Action Deletion is permanent. Consider voiding instead to maintain an audit trail. :::

Applying Vendor Credits

Bills can have one or more vendor credits applied to them to reduce the outstanding balance. Application is partial-capable — a single credit can be split across multiple bills, and a bill can have multiple credits applied to it.

Where to find it

Open any bill. Below the line items, the Credits Applied section lists every credit currently applied to this bill, with its Ref #, memo, and amount applied. An Apply Credit button below the list opens the application dialog.

Applying a credit

1. Click Apply Credit in the Credits Applied section.
2. The dialog lists every open vendor credit for this bill's vendor that still has remaining balance and is not already applied to this bill.
3. Tick the credits you want to apply.
4. For each selected row, the Amount to Apply field defaults to the lesser of the credit's remaining balance and the bill's remaining balance. Adjust if you only want to apply part of the credit.
5. Click Apply Selected.

If the server rejects any of the selected applications (for example, the amount exceeds the credit's remaining balance after a concurrent change), the dialog stays open and the failing row displays an inline error. Successfully-applied credits are still saved.

Removing a credit application

In the Credits Applied section, click the red X icon next to a credit row to unapply it. Confirm the prompt; the credit's remaining balance increases by the unapplied amount and this bill's outstanding balance returns to where it was before the credit was applied.

Voided bills

Voided bills cannot have credits applied to them. The Credits Applied section displays "Cannot apply credits to a voided bill." instead of the Apply Credit button. If you need to apply credits to a voided bill, the bill must be brought back to a non-voided status first (subject to the normal status-transition rules).

See also

For full vendor credit documentation — including creating credits, OCR upload, and QuickBooks Online sync of LinkedTxn entries — see Vendor Credits.

Managing Attachments

Adding Files

1. Open the bill
2. Scroll to attachments section
3. For Invoice Documents: Upload vendor invoices
4. For Lien Waivers: Upload waiver documents
5. Drag-and-drop or click to select files

Renaming Files

1. Click the edit icon on a file
2. Enter new name
3. Save

Removing Files

1. Click the delete icon on a file
2. Confirm removal

Exporting Bills

Export to CSV

1. Go to Billing list
2. Apply desired filters
3. Click Export button
4. CSV downloads with:
   • Bill header data
   • Line item details
   • Multiple rows per bill for multiple items

Export Fields

The CSV includes:

• Vendor, Project, Variance Code
• Bill Number, Title, Dates
• Status, Payment Info
• Line item details (name, cost code, amount)

Comments and Notes

Add comments to bills for team communication:

1. Open the bill
2. Click the Comments icon or section
3. Type your comment
4. Submit

Comments appear in the activity feed and notify relevant team members.

Bulk Operations

Bulk Status Update

From the billing list:

1. Select multiple bills using checkboxes
2. Choose Update Status from bulk actions
3. Select the new status
4. Apply to all selected bills

:::note Validation Still Applies Bulk operations still validate requirements - bills missing required data won't move past Draft. :::