What to record and review
- Match the bill to the supplier and service record.
- Check its reference and amount for duplicates.
- Record the bill as a cost once.
- Apply payments and review the remaining supplier balance.
Link supplier bills to the job they belong to
Track vendor costs by job or group, keep supplier bill references, and distinguish expenses from payments against those bills.
Vendor cost tracking starts with the bill and the service it belongs to. Record the supplier, reference, service date, job or group and amount once. Record later payments against that bill rather than adding them as another cost. Review unassigned bills so a job's margin is not overstated.
Create invoiceCreate a free PDF invoice without an account. In the accounting workspace, Pro includes Daytime, customer records and managed invoices; Business adds costs, payment records and profit reports. Compare workspace plans. For the standalone generator, see invoice plans and availability.
Worked example
A USD 700 affiliate transport bill is a USD 700 job cost. A USD 250 payment leaves USD 450 payable. Recording both the bill and payment as new costs would incorrectly show USD 950.
Illustrative figures, not a quote or an industry benchmark.
Should a vendor payment be recorded as another job cost?
A payment against an existing vendor bill settles part of its balance; it is not a second expense. Keep the bill and payment linked, retain the payment reference and review the remaining balance.
Related tools and guides
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