1. Help Center
  2. Accounts Payable

How to create and upload bills?

In Peakflo, you have the option to create a new bill, or upload bills in bulk through manual and automated methods. 

Let’s go through the step-by-step for each process!

Create a Bill Manually

Go to Bills and once you’re in the Bills and Reimbursements tab, click the Add New button at the top right.

In the Bill window, fill in all the required fields in the Bill Info and the Items tabs. These include:

bill-info-accurate

  • Bill number: Input the record number of the bill.
  • Issue date: Set the date when you issue the bill. This field will be automatically pre-filled byPeakflo, but you can also edit it.
  • Due date: Set the date when the bill is due.
  • Receipt date: Set the receipt date when the bill is filed. This field will be automatically pre-filled by Peakflo, only the admin can edit it.
  • Pay on the due date: Tick this box if you’d like to automatically pay the bill when it’s due.
  • Scheduled date: Set the scheduled date for the bill to be paid.
  • Budget: Set the budget that you’d like to assign to the bill.
  • Approval policy: Set the type of approval policy that will be applied to this bill. This field will be automatically pre-filled by Peakflo based on the budget, but you can also edit it.
  • Match PO: Find a purchase order by number or the name of the vendor to automatically match your purchase order to the bill. 

  • Vendor: Fill in the information of the vendor here, such as:
    • Vendor Name
    • Email: Include the email of the vendor. This will automatically be pre-filled once you’ve selected a vendor unless the vendor is not registered.
    • Account number: Input the bank account number of the vendor. This will automatically be pre-filled once you’ve selected a vendor unless the vendor is not registered.

 

PRO TIP:

If you’re an employee and requesting reimbursements, fill the vendor details with your information for a faster process!

 

  • Custom fields: Fill in the fields as per provided. Learn more about custom fields.

  • Line items: Add the item from the catalog in the dropdown or create a new item by filling in the fields such as unit cost and description in the popup. Apply taxes and discounts if any.
    WHATS-NEW-DEC-22_ADDING-LINE-ITEM-gif

  • Bill amount: The amount of the bill. This field will automatically be pre-filled based on the line items you've added.
  • Currency: Select the currency of the bill. This field will automatically be pre-filled based on the line items you've added.
  • Wallet: Select which wallet you’d like to use for the bill.
  • Subtotal: This field will automatically be pre-filled by Peakflo based on the bill amount.
  • Discount: This field will automatically be pre-filled by Peakflo based on the discount amount.
  • Tax WHT: Input the amount of withholding tax.
  • Amount to pay: Tick the box if you’d like to pay the full amount or input a specific amount in the box
  • Note: Add any notes that you’d like to leave
  • Attachments: Click on Add File if you’d like to include an attachment.

Once done, hit Save.

The Bill will then appear under the “New” column in the Bills and Reimbursements tab.

Forward your bills by Email

Click the dropdown arrow in the left navigation menu bar next to 'Payables' and select 'Bills'.

On the Bills & Payments page, click on the 3 dots on the far right and you will find the email ID to which you have to forward your bills.

Do you know that Peakflo uses an automatic invoice capture technology called OCR? Learn more on how OCR works.

Each company will have their own customized email address to which they can forward their bills. All the details will then be automatically recorded in Peakflo. 

Peakflo will also capture the creator of the bill, providing the ability to track or edit bills and/or reimbursements. 

To see the details of the bill, click on the Bill Number column in the table view.

A popup will appear which shows the bill details that our OCR has captured, from the vendor's information and custom fields to the WHT amount and the creator's information. 

Bills will be uploaded on the same day if they are received before 04:00 PM SGT. If not, it will be uploaded on the next business day.

2) Mass upload bills

Start by downloading a copy of this mass upload bills template

Once you've downloaded the template, start filling all the columns with the bill details that you want to be uploaded.

https://help.peakflo.co/hs-fs/hubfs/Help Center/How to upload bills/Upload mass bill template.png?width=688&name=Upload mass bill template.png

Here are some important things to keep in mind when entering the details into the template.

  • Vendor Type - Choose only between individual and company.
  • Bank Country and SWIFT codes - Must be in alpha-2 code. You can find country codes along with the SWIFT codes in the alpha-2 code here.
  • SourceCurrency & TargetCurrency - Must be in 3 letters. You can find country currency codes here.

Once your mass upload bill sheet is ready, click the dropdown arrow under 'Payables' and click 'Bills'. Next, click the 'Import Bills' icon on the top right corner.

Now you will be redirected to the 'Upload a file' page. Here drag and drop the excel file that contains all the bill details to be uploaded.

In the next section, select the header row of your sheet to ensure the data is accurately represented and click 'next'.

In the Map template columns section, ensure the CSV column and template column are the same. If not, you can change it by selecting from the dropdown list. You can also delete particular columns by selecting the checkbox under delete. Once you've verified all the templates, click 'next' to proceed to the last section.

https://help.peakflo.co/hs-fs/hubfs/Help Center/How to upload bills/Mass Upload Bills_Map template columns.png?width=688&name=Mass Upload Bills_Map template columns.png

'Clean and Finalize' is the last section where you'll have to check all the details before reviewing. If any formatting errors are shown, click 'Fix all formatting errors' or 'Fix formatting errors' to clear any error found.

https://help.peakflo.co/hs-fs/hubfs/Help Center/How to upload bills/Mass Upload Bills_Clean and Finalize.png?width=688&name=Mass Upload Bills_Clean and Finalize.png

Once there are no errors, click 'Import'.

https://help.peakflo.co/hs-fs/hubfs/Help Center/How to upload bills/Mass Upload Bills_Clean and Finalize(2).png?width=688&name=Mass Upload Bills_Clean and Finalize(2).png

After clicking 'Import', you will see notifications on your screen that the bills were successfully imported.

If you go back to the 'Bills' section, you will find the recently imported bills.