How to record a supplier bill

Bills track money you owe suppliers. Most bills will already exist in HotelBee — created automatically when you receive goods via purchase orders. Manual bill creation is for services and one-off purchases that don't go through inventory. Open Finance → Bills → + to follow along.

Pick the supplier

Use the supplier autocomplete or click + to create one inline. The supplier's tax-payer details (NUIS / VAT / ID) are needed if you'll claim back input VAT — fill them in if missing.

Set date, due date, currency, serial

Date is the supplier's invoice date. Due date defaults to one day later — change it to match your payment terms (Net-30, Net-60, on receipt). Serial is the supplier's invoice number, used as your reference. Currency is per-bill: a bill from an EU supplier in EUR stays in EUR even if your reporting currency is ALL.

Add line items

Each line: pick the product (or use Quick Create for one-offs like "Internet — March"), set quantity, set price, adjust tax. The total reflects line totals + tax (or - tax if included).

Approve

Move from DRAFT → APPROVED when you've verified the bill. Approval locks line items and adds the bill to accounts payable. Until approved, it's just a working document.

Pay

Add Payment, pick the method (Bank Transfer most common), enter the amount, save. Repeat to split across methods if needed. When the sum of payments equals the total, status flips to PAID.

Print or send

Print Download or Print — useful for filing the supplier's original alongside HotelBee's record. The PDF carries the line items, taxes, and payment status as a single archival document.