AP Aging
Find unpaid vendor balances and pending payment reservations without treating requests as settled.
Bills and expenses
Keep supplier bills and employee reimbursements moving with clear decisions.
- BIL-0442 · CHR-2041 Asset1 EA
- CHR-3310 Equity2 EA
- CHR-5107 Liability0.8 KG
- CHR-5140 Liability6 EA
Capture the obligation with its evidence
Bookkeeper records the vendor document, invoice number, due date and expense lines. Duplicate detection uses the vendor and document identity, with a documented exception for a genuine replacement. BillItems captures expense account and effective tax treatment so recoverable purchase tax is distinguishable from a cost. The approval threshold is evaluated using the retained home-currency basis. Routine bills can follow an approved automatic policy, while larger bills wait for the independent Owner. Neither path can silently reuse an approval after the document amount or supplier changes.
PendingApprovalYou
| Bill Number | Vendor | Due Date | Total Amount | Prepared By |
|---|---|---|---|---|
| BLL-53066 | VND-210 | 24 Sep | 28,611.27 | WL |
| BLL-89068 | VND-058 | 14 Sep | 35,849.89 | EC |
| BLL-53888 | VND-124 | 20 Sep | 23,593.21 | XR |
| BLL-46311 | VND-074 | 25 Sep | 7,853.21 | VZ |
| BLL-64795 | VND-170 | 19 Sep | 45,279.76 | HG |
| BLL-48519 | VND-236 | 09 Sep | 33,873.53 | TR |
Review employee spending in its own context
ExpenseClaims links the person, receipt, amount and expense account. Employees prepare their own submissions; HR / Payroll decides assigned claims independently. Their own claims need another authorized reviewer. Approval recognizes the expense and employee payable, with a retained receipt and revision. Reimbursement uses PaymentsMade against the claim. This edition keeps that settlement out of payroll so an approved claim cannot accidentally be paid through two channels. Bookkeeper sees the approved reimbursement information needed for payment without receiving access to salary or individual payslips.
StatusSubmittedApproved
| Claim Number | Employee | Claim Date | Category | Amount |
|---|---|---|---|---|
| EC-16505 | DE | 18 Sep | Travel | 380 |
| EC-70565 | DM | 19 Sep | Meals | 340 |
| EC-37088 | ET | 25 Sep | Supplies | 240 |
| EC-37425 | UR | 26 Sep | Software | 40 |
| EC-79747 | EW | 11 Sep | Other | 730 |
| EC-27973 | ST | 08 Sep | Travel | 270 |
Separate release from actual settlement
Bills Due This Week helps prepare the next payment run. Each PaymentsMade record has one bill or expense target and reserves the outstanding amount while its request is pending. Owner approves the exact payee, bank details, amount and source revision independently of the preparer and claimant. The connector uses a stable request key. Only a confirmed outcome updates the paid balance and posts the liability-to-bank entry. Failed or uncertain requests remain visible for investigation; changing a status field is not a substitute for settlement evidence.
StatusPendingConfirmedFailed
| Payment Number | Beneficiary Name | Payment Date | Amount | Status |
|---|---|---|---|---|
| PM-72394 | Beneficiary 253 | 07 Sep | 260 | Pending |
| PM-26106 | Beneficiary 985 | 16 Sep | 830 | Confirmed |
| PM-95716 | Beneficiary 604 | 12 Sep | 630 | Failed |
| PM-30699 | Beneficiary 245 | 04 Sep | 40 | Pending |
| PM-20383 | Beneficiary 203 | 10 Sep | 690 | Confirmed |
| PM-54891 | Beneficiary 221 | 03 Sep | 510 | Failed |
Rollout checks
Test a changed payee after approval, two simultaneous payment requests against one balance and a provider timeout followed by a successful retry. Reconcile the amount reserved, confirmed and still unpaid. Verify that an employee claim cannot also enter payroll and that a claimant cannot authorize their own reimbursement.
Before rollout, agree who prepares work, who can approve it and which source owns the final outcome. Map authenticated people to Employees and test those permissions through record links, exports and API calls. A hidden button alone cannot protect a business record. Retain the source revision, decision actor and effective configuration so a later change can be understood without reconstructing old settings.
Run the module with a small reconciled population before importing the full history. Record opening totals and identifiers, resolve duplicates, and compare results to the current business records. Where a connector supplies an outcome, test a retry, a rejected request and a delayed response. Preserve the evidence that explains each result. Agree the remaining manual work with the owner before releasing the application to the team.
Modules
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Invoicing
Create customer invoices and follow the balance through to payment.
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Bills and expenses
Keep supplier bills and employee reimbursements moving with clear decisions.
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Bookkeeping
Keep journals, bank evidence and period results connected.
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Sales pipeline
Give every lead an owner and every opportunity a next step.
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People and leave
Keep employee records and leave decisions clear for a small team.
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Payroll
Prepare pay with the right review and follow every payment outcome.
Reports
All reportsRoles and permissions
Own business decisions and company settings within the single-entity workspace. Independent approval requires a different authenticated person from the preparer or claimant.
Prepare invoices, bills, payment allocations, journals and bank reconciliation. Payroll access is aggregate journal totals only.
Work own assigned leads, opportunities and activities; read assigned customer invoices without finance or payroll access.
Maintain employee records and prepare payroll. Independently decide assigned leave and expenses within the approved policy.
Use own published payslips, leave requests and expense claims. Private documents remain scoped to the authenticated employee.
Related processes
Approve and pay bills and expenses
Review the obligation and authorize the exact payout before settlement.
5 stages · 2 approvals
Reconcile and close the books
Close an accounting period from reconciled evidence.
4 stages · 1 approval