Supplier Bills Management for Your Business
Record supplier bills and contractor invoices in the same account as your projects, timesheets and client invoices. See what's due, pay on time and know what every project really cost.
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1. Create bills in any currency and link them to projects
Rent, software subscriptions, hardware, a freelancer's invoice: record any supplier cost in minutes, with the detail your accountant and your project managers both need.
Any currency
Bills use the supplier's currency by default, or pick another, and amounts are converted to your account currency for reporting.
Free-form or inventory line items
Type a description, quantity, unit price, discount and tax, or pick from your inventory items to save time.
Linked to projects
Link each line item to a project and the cost shows on that project's dashboard and reports.
Copy to create
Copy an existing bill to create the next one instead of starting from scratch.
2. Know what's due and record every payment
The Bills to Pay list is your accounts payable at a glance: every open bill with its due date, what has been paid and what is still owed, so you pay on time, avoid late fees and keep suppliers happy.
Due dates set for you
Default trading terms of upon receipt or 7, 15, 30, 45 or 60 days, set per supplier, with the due date shown on every bill.
Status at a glance
Draft, Verified, Late, Partially Paid, Paid and Void are colour-coded, and the Open filter shows every bill that is not yet paid or void.
Record payments in a click
Enter the date, amount, reference and notes, or apply an existing payment; part payments mark the bill Partially Paid.
Totals that add up
Total Paid and Total Balance per currency at the foot of the list, with your status filter and sort order remembered next time.
3. Pay contractors for the time they track in Avaza
When contractors and supplier contacts track time in Avaza, their bill can be built from those timesheets instead of re-keyed from an emailed invoice, saving both sides the double handling.
Add Time in one step
Pull every unpaid timesheet onto the bill, with quantity set from the hours tracked and unit price from the configured cost rate.
Filter and group
Choose projects, people, timesheet categories, tasks and dates, then group lines by project, category, person, section or task.
Descriptions you control
Include the project, category, task, date, start and end time, person or notes in each line description.
Nothing paid twice
Time already on a bill counts as paid, and the Timesheet Details report filters by payable status and shows the bill number.
4. Give suppliers a web view and a PDF of every bill
Suppliers see the same bill you do. Share the web view link or let supplier contacts log in to Avaza to check status and download their copy, and brand the layout with your own templates.
Web view and PDF
Every bill has a shareable web view showing the amount due, dates and line items, plus a PDF download for their records.
Supplier login
Suppliers can log in to Avaza to see the status of each bill and open the details any time, from anywhere.
Branded bill templates
Create several templates, each with its own company name, address, logo and colours, and rename the status labels to match your process.
Tax and address settings
Enter each bill's amounts tax inclusive or tax exclusive, and override the display address at template level.
5. See bills in project costs, Bill Aging and Profit & Loss
Because bills live with your projects, the cost of a contractor or a print run shows up where decisions are made: on the project dashboard, in the project reports and in your P&L.
Project Bills widget
Add it to any project dashboard to see every linked bill with its number, subject, status, issue and due dates and amount, and click through to the bill.
Project Summary report
The Expenses and Bills tab totals the bills linked to a project next to its expenses, so supplier costs count when you judge whether a project made money.
Bill Aging
See which suppliers you owe and how long bills have gone unpaid by aging bucket, in your base currency or the supplier's, and drill down to the bills.
Profit & Loss
Bills are deducted in the Profit & Loss report, with revenue on an invoiced or cash-collected basis, and any report can be saved and scheduled to your inbox.
6. Verify bills before you pay and keep the history
A bill starts as a draft. Mark it Verified once someone has checked it against the supplier's document, and its Activity History shows who verified it and when.
Draft to Verified
Use the Actions menu to verify a bill, revert it to draft, void it or delete it, or copy it to start the next one.
Attachments for record-keeping
Attach the supplier's PDF or any other file from your computer, Google Drive or Dropbox once the bill is saved.
Activity history
The bill's Activity History shows who created, updated and verified it and when, under its attachments, and each payment is listed in its totals.
Finance roles
Bills are handled by Admin and Finance users, and finance reports are limited to the same roles.
Why bill management belongs with your projects
A standalone accounts payable tool knows what you owe. It doesn't know which project the cost belongs to or whose tracked hours it covers. Avaza keeps both in one place.
Money in and money out, one account
Client invoices, supplier bills, expenses and payments sit beside the projects and timesheets that created them, so there is nothing to export or re-key between a project tool and a bills tool.
Costs land on the right project
Link bill line items to a project and they appear on the Project Bills widget and in the Expenses and Bills tab of the Project Summary report, alongside timesheet and expense costs.
Contractor time turns into a bill
Unpaid time tracked by supplier contacts flows onto their bill at the configured cost rate, with the timesheet details in the line description. Nobody re-types hours from an emailed invoice.
Payables stay in sync with Xero
Create a bill in Avaza and it appears in Xero. Apply a payment to the bill in either system and the other is updated, so accounts payable matches in both.
Enter and pay supplier bills by asking
Your AI assistant can create supplier bills with line items and tax, cost them to the right project, record bill payments and tell you what is due this week.
Claude
ChatGPT
Claude
Enter Lumen Print Co.'s bill for 500 brochures at $2.25 each plus GST, due in 30 days, against the Marketing Campaign.
Claude · Done in Avaza
lookup_companiesMatched Lumen Print Co.create_billDraft bill, 30-day terms, costed to the Marketing Campaign
Bill · Lumen Print Co.DraftBill entered: $1,125.00 plus GST, due in 30 days.
ChatGPTRecord payment of every bill due this week, paid today by bank transfer.
ChatGPT · Done in Avaza
list_bills3 bills due this weekcreate_bill_payment3 payments recorded
Bill payments · this weekPaid3 bills paid, $4,860 in total.
ClaudeList unpaid supplier bills by due date, with the total we owe.
Claude · Done in Avaza
list_billsUnpaid bills sorted by due date
Unpaid bills · by due dateScheduled run7 unpaid bills, $9,215 owed, 2 due in the next 7 days.
“With Avaza in place, we are able to run our business operations a lot more smoothly. We now know who is working on what and who may be required for upcoming work. Time spent on administrative tasks has been significantly reduced, plus all those errors caused by copying data from one system to another are a thing of the past.”
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Encrypted in transit and at restFrequently asked questions
What is a supplier bill in Avaza?
A bill records money your business owes a supplier or contractor: rent, power, software subscriptions, hardware or a freelancer's invoice. Like a client invoice in reverse, it has a supplier, line items with taxes, a due date and payments recorded against it, and it feeds the Bill Aging, Profit & Loss and project reports.
What is the difference between an expense and a bill?
Expenses are costs your team members record as they happen, usually from a receipt, and they can be approved, reimbursed and re-billed to clients. Bills are supplier documents with a due date that you verify and pay, in full or in part, over time. Both can be linked to projects, and the Profit & Loss report shows them on separate lines.
Can I pay contractors for the time they track in Avaza?
Yes. If a supplier's contacts track time in Avaza, click Add Time on their bill to pull in every unpaid timesheet. Quantity comes from the hours tracked and the unit price from the configured cost rate, and you choose how the entries are filtered, grouped and described. Time that has been added to a bill counts as paid, so it is never billed twice.
Can I record bills in a different currency from my account?
Yes. Bills default to the supplier's currency and you can choose any other currency on the bill. Amounts are converted to your account currency for the Profit & Loss report, and the Bill Aging report can be run in your base currency or the supplier's.
How do bills affect project profitability?
Turn on Enable Project Link in Invoice and Bill Settings and each bill line item can be linked to a project. Linked bills appear on the Project Bills widget of the project dashboard and in the Expenses and Bills tab of the Project Summary report, so supplier costs sit beside timesheet and expense costs when you review a project.
Do bills sync with Xero or QuickBooks Online?
Bills sync with Xero. Creating or updating a bill in Avaza creates or updates it in Xero, and a payment applied to a bill in either system is applied in the other. The QuickBooks Online integration syncs invoices, payments, customers and products and services.
How many bills can I create, and who can manage them?
The Free plan includes 5 invoices and bills a month, Startup 50, Basic 100 and Business unlimited. Bills are managed by Admin and Finance users: the Free plan includes one admin/finance user, and additional admin/finance users are $7 per user per month on paid plans.
Keep supplier bills next to the projects they belong to
Record bills, pay contractors for tracked time and see what every project cost. Free plan, no credit card required.