Create a bill on a single page, assign it to a budget and category, then pay it now or schedule it for later.
Tip: You can also email invoices to your Buddy email address and bills are created automatically. See How to use your Buddy email.
Getting started
- Click Bills in the sidebar.
- Select the New bill button at the top right.
Add the bill details
A bill opens on a single page, so you can fill in everything in one place.
Note: If your company uses AI Bookkeeping, the budget and category are chosen automatically when you select a supplier, marked with an agent icon. You can change either one at any time.
- Choose a Supplier from the dropdown, or select Add new to create one.
- For a new supplier, enter the supplier name, ABN, and payment details.
- Upload an invoice if you have one — drag and drop or click Browse. Budgetly extracts the details automatically.
- Pick the Budget the bill is paid from.
- Select a Category for the bill.
- Enter the Total amount.
- Fill in the optional fields as needed:
- GST — the GST component of the bill.
- Reference — an invoice or PO number for your records.
- Issued and Due dates.
- Internal note — visible only to your team.
- Add one or more addresses under Send remittance to if you want the supplier notified by email when the bill is paid. Separate multiple addresses with commas.
Note: Once you choose a budget, its available balance is shown so you can confirm there are enough funds.
Pay or schedule the bill
- Review the bill summary — supplier, amount, budget, category, and payment details.
- Choose how to pay:
- Pay now — processes the payment immediately. This is disabled if the bill is over the available budget or your Spend Account has insufficient funds.
- Schedule — pick a future date, then select Schedule payment.
Note: If the bill needs approval under your approval policy, the confirm step becomes Review and request approval and the bill moves to Pending approval instead of paying. There’s no separate Request approval button — approval is decided when you pay.
Payments are sent via bank transfer (BSB) or BPAY, depending on the supplier’s payment details. Set up the payment method when creating the supplier — see How to manage suppliers.
Bill statuses
| Status | What it means |
|---|---|
| Draft | Created but not yet submitted for payment |
| Pending approval | Waiting for approval because the approval policy requires it |
| Scheduled | Approved (or not needing approval) and set to pay on a future date |
| In progress | Payment is being processed |
| Paid | Payment completed |
| Unsuccessful | Payment failed — edit and retry |