> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hiveku.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Enter a Bill and Record That You Paid It

> Add a vendor, enter the bill they sent you, approve it, and record the check or transfer you paid it with, so you always know what you owe

Bills are the other side of invoices: what your suppliers charge you. Enter each one when it arrives, and Hiveku works out when it is due and keeps track of what you still owe. When you pay it, by check, transfer or card, record the payment and the bill is marked paid. Hiveku doesn't send the money itself.

This guide adds Northwind's bag supplier, Willamette Valley Packaging, enters its \$480 bill for 12 oz coffee bags, approves it and records the check that paid it.

## Add the vendor

**1. Open Vendors**

Click **Commerce** in the left rail, then **Vendors** under **Payables**. **Bills** is just above it.

![The Payables part of the Commerce menu with Bills and Vendors outlined, above Recurring and Categories](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-00-payables-menu-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=5fad67983de205b00f558a8ac2c04be7)

**2. Fill in the vendor**

Click **Add vendor**. Type the vendor's **Name**, and their **Email**, **Phone** and address if you like. **Payment terms** starts at Net 30: change it to the terms on the vendor's bills, such as Net 15 or Due upon receipt. Tick **1099 vendor** for a contractor you report on a 1099, and add their **Tax ID (for 1099)**. Click **Save vendor**.

![The vendor form with Name Willamette Valley Packaging outlined, Email wvp.orders@example.com, Phone 503-555-0174, Payment terms Net 30 outlined, a Tax ID, the address boxes, 1099 vendor unticked, and Save vendor outlined](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-01-add-vendor-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=ff745e1f5302fb25df3939324f7c425a)

The vendor joins the list, with their terms.

![The Vendors list with Willamette Valley Packaging, wvp.orders@example.com and Net 30 at the bottom, outlined](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-02-vendor-saved-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=b4e059f76c2e38102255b7c7b1b1d756)

## Enter the bill

**1. Start a new bill**

Click **Bills** under **Payables**, then **New bill**. (The Commerce **Overview** has a **New bill** button too.)

**2. Who it's from and when it's due**

Pick the **Vendor**. Type the number printed on their bill in **Vendor invoice # (their ref)**. **Bill date** starts at today: change it to the date on the bill. **Due date** fills in from the vendor's payment terms, and you can change it.

![New bill with Vendor Willamette Valley Packaging outlined, Vendor invoice # (their ref) WVP-2291 outlined, Bill date 10/21/2026, and Due date 11/20/2026 with From the vendor's terms: Net 30, outlined](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-03-new-bill-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=5b002daf7ff12c2a6763249ee6dceea5)

**3. What it's for**

Under **Line items**, describe each thing you bought, pick its **Category…**, and type the quantity and the unit price. **Add line** adds another row, and **Discount or tax for this line** gives a row its own discount or tax rate. Check that **Total** matches the vendor's bill, then click **Save draft**.

![Line items with 12 oz kraft valve bags, case of 500, Category Cost of Goods Sold, quantity 4 and unit price 120.00, outlined; Subtotal 480.00, Discount, Tax %, Tax, and Total \$480.00 outlined; Notes; and the Save draft button outlined](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-04-line-items-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=2267ae0f477128fef1fcf8d3503c3e2f)

The bill opens with its own number, marked **Draft**.

## Approve it

**1. Send it for approval, or approve it**

If someone else approves your bills, click **Submit**. If you approve bills yourself, click **Approve** right away.

![BILL-2026-000011 with the Draft tag outlined, Willamette Valley Packaging, Ref WVP-2291, Due Nov 20, 2026, the Submit and Approve buttons outlined, and the line, Total \$480.00 and Balance due \$480.00 below](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-05-draft-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=7c3a6ed06305798d5045edad645cefb1)

**2. The approver approves it**

A submitted bill reads **Submitted** and **Waiting for approval**. The person who approves bills opens it and clicks **Approve**, or **Reject** with a reason, which sends it back to draft.

![BILL-2026-000011 with the Submitted tag and Waiting for approval outlined, and the Approve button outlined next to Edit, Reject and Void](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-06-submitted-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=7f909ca6636e3efb8356d7337a72f005)

An approved bill is **Open**: ready to pay, and counted in what you owe.

![BILL-2026-000011 with the Open tag outlined, and Edit, Send back, Record payment (outlined) and Void](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-07-approved-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=c63a61799b6b9490ceb5565316b3f625)

## Record your payment

Pay the vendor the way you normally do. Then, on the bill, click **Record payment**:

* **Amount**: what you paid. The box shows the balance due as a hint, but you need to type the amount.
* **Method**: CHECK, ACH, WIRE, CARD, CASH, CREDIT or OTHER.
* **Date**: the day you paid. It can't be in the future.
* **Ref #**: the check number or transfer reference, so you can match it to your bank statement.

Click **Save**.

![The payment form with Amount 480, Method CHECK, Date 10/21/2026 and Ref # Check 1042, each outlined, and the Save button outlined](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-08-record-payment-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=9b2923f3a79369a0e541efb8f989cc19)

## See it paid

The bill is now marked **Paid**, and its totals show what you paid and that nothing is left.

![The bill's line and totals: Subtotal \$480.00, Tax \$0.00, Total \$480.00, and Paid \$480.00 and Balance due \$0.00, outlined](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-10-totals-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=c1b4204b1f576268e51ff3c375cd10f0)

The payment is listed under **Payments** on the bill. **Upload** next to **Receipts** keeps a copy of the vendor's bill or your receipt with it.

![Payments: CHECK, Check 1042, Oct 21, 2026, \$480.00, and Undo](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-11-payment-row-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=6e3db40a5e219f857a52c114a45dfea1)

Back on **Bills**, the bill shows as **Paid** with a balance of \$0.00. The tabs at the top show the bills that are **Overdue**, waiting in **Draft** or **Submitted**, **Open** to pay, **Partial** (partly paid), **Paid** or **Void**, and the line under the list adds up the balance you owe.

![Bills with Export CSV, Payments CSV and New bill, the tabs All, Overdue, Draft, Submitted, Open, Partial, Paid and Void, the vendor, category and date filters, and BILL-2026-000011 from Willamette Valley Packaging, Paid, \$480.00, balance \$0.00, due Nov 20, 2026, outlined](https://mintcdn.com/locusdigital/LG5PKxZExjtlcuqH/images/how-tos/commerce/bill-12-bills-list-closeup.webp?fit=max\&auto=format\&n=LG5PKxZExjtlcuqH\&q=85\&s=9d2c30e0868a01b45d929f121c8f1da5)

## Good to know

* **Paying in parts is fine.** Record each payment as you make it. The bill reads **Partially paid** until the balance reaches zero.
* **A payment recorded by mistake can be undone.** Click **Undo** next to it and say why. The payment stays in the bill's history with an entry that cancels it, and the bill owes that amount again. A bill with payments can't be voided until they are undone.
* **Approving and paying need the right access.** Entering and submitting a bill needs Create on **Accounts Payable (Bills & Vendors)**; approving, recording payments and voiding need Manage. See [Build a Custom Role](/how-tos/account/build-a-custom-role).
* **More:** [Record a Payment by Check, Cash or Transfer](/how-tos/commerce/record-a-payment) covers the money your clients pay you, and [Commerce](/commerce/overview) gives the big picture.


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.