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Kuberan AI Help

Manage Bills and Vendor Payments

Bills in Kuberan Books represent money your client owes to vendors — accounts payable. Recording bills when invoices are received (rather than when they are paid) gives you an accurate picture of outstanding liabilities and is essential for accrual-basis bookkeeping. Even for cash-basis clients, tracking bills helps you monitor upcoming payments and avoid surprises.

Inside the client’s Books, click Bills in the left navigation. The Bills screen shows all bills grouped by status: Draft, Awaiting Payment, Overdue, and Paid.

Bills list screen showing columns for vendor, due date, amount, and status
The Bills screen. Overdue bills are highlighted so you can prioritise payment follow-up.

Create a bill

Option A — Upload a document (AI extraction)

Kuberan Books can read a vendor invoice PDF or image and extract the key details automatically, saving you from manual data entry.

  1. Click New Bill, then click Upload Document.

  2. Drag and drop the vendor invoice PDF or image file, or click Browse to select it. Supported formats: PDF, JPG, PNG, HEIC.

  3. Kuberan’s AI reads the document and attempts to extract:

    • Vendor name
    • Invoice number
    • Invoice date
    • Due date
    • Line items (description, amount)
    • GST/HST amounts

    This usually takes 10–20 seconds. When complete, the bill form is pre-filled with the extracted data.

    Bill form pre-filled from AI extraction, with the original document shown on the left and extracted fields on the right
    AI extraction pre-fills the bill fields. Always review the extracted data before saving.

  4. Review the extracted data carefully

    AI extraction is accurate but not infallible. Check that the vendor name, invoice number, amounts, and due date are correct. Pay particular attention to:

    • The GST/HST amount — confirm it matches what is printed on the invoice
    • Line item descriptions — the AI may have combined or split items
    • The due date — confirm this is the payment due date, not the invoice date

Option B — Enter bill details manually

  1. Click New Bill and select Enter Manually.

  2. Select the vendor

    Start typing the vendor’s name in the Vendor field. If the vendor exists as a contact in Books, select them. If not, click + Add new vendor to create a contact inline.

  3. Enter the invoice number

    The vendor’s invoice number — important for matching payments to the correct bill and for audit purposes.

  4. Set the bill date and due date

    The bill date is the date on the vendor’s invoice. The due date is when payment is expected. If the vendor’s terms are “Net 30,” the due date is 30 days after the bill date. Kuberan calculates this automatically if you select the terms from the dropdown.

Assign expense accounts

Regardless of whether you used AI extraction or manual entry, you need to assign each line item to the correct expense account in the chart of accounts.

  1. In the Account column for each line item, select the appropriate expense account. Examples:

    • Office supplies → Office Supplies Expense
    • Internet service → Telecommunications Expense
    • Professional fees → Legal and Professional Fees
    • Equipment purchase → Equipment (asset account if capitalising) or Small Tools & Equipment Expense (if expensing directly)

  2. Set the tax code for each line

    If the bill includes GST/HST, set the correct tax code. Kuberan uses this to track input tax credits (ITCs) for the GST/HST return. Common codes:

    • GST 5% or HST 13%/15% — for taxable purchases
    • Zero-rated — for imports and certain other purchases
    • Exempt — for insurance, residential rent, etc.

  3. Set the correct ITC eligibility if the client has partial ITC claims (common in financial services, real estate, and healthcare where some supplies are exempt).

Save as draft or approve

Click Save as Draft to hold the bill for review, or Approve Bill to post it to accounts payable. An approved bill appears as a liability on the Balance Sheet (in accrual mode) and in the Awaiting Payment list.

Record a payment

When the client pays a bill, record the payment to clear it from accounts payable.

  1. Open the bill from the Awaiting Payment list.

  2. Click Record Payment.

  3. Select the bank account the payment was made from (e.g., the client’s chequing account).

  4. Enter the payment date — the date the payment left the bank, not the date you are recording it.

  5. Enter the payment amount. For a full payment, this matches the outstanding balance. For a partial payment, enter only the amount paid — the bill will show a remaining balance.

  6. Match to a bank transaction

    If the payment has already come through in the bank feed, click Match to transaction and select the corresponding bank transaction. This links the bill payment to the bank transaction, preventing the same cash outflow from appearing twice in your books.

  7. Click Save Payment. The bill status changes to Paid (or Partially Paid if a balance remains).

Record payment panel showing bank account selector, payment date, amount, and match to transaction option
Matching the bill payment to an existing bank transaction ensures your bank balance and accounts payable stay in sync.

Partial payments and payment plans

If a vendor is being paid in installments, record each partial payment against the same bill. The bill status shows Partially Paid and the remaining balance is visible. Once all payments are recorded and the balance reaches zero, the bill automatically moves to Paid.

What to do next