The Bills list: columns, filters and statuses
What everything on the Bills page means, how to find a bill, and how to see what is overdue or part paid.
In the menu on the left, choose Bills. This page holds every bill and receipt you have recorded, newest first.
The boxes at the top
| Cost of Sales | The total, before tax, of every bill line whose category is COGS: direct costs of your jobs. This covers all your bills ever, not one month. |
|---|---|
| Overheads | The total, before tax, of every bill line whose category is OpEx: the cost of running the business. |
| Uncategorised | Bill lines with no category. Reports treat these as overhead. If this is not $0.00, some lines are missing a category: choose Edit on those bills and pick one. |
The buttons
- New Bill: opens an empty bill form. See Record a bill.
- Scan Bill or Receipt: choose a photo or PDF and Todah fills in the form. See Scan a receipt or bill. The button shows when scanning is switched on for your workspace.
The columns
| Bill # | The supplier's bill number, or — when none was entered. |
|---|---|
| Vendor | Who the bill is from, or — when none was chosen. |
| Issued | The bill's issue date. |
| Due | The due date, or — when there is none. |
| Status | Outstanding, Partially Paid, Overdue or Paid (explained below). On a bill that is part paid, hold the pointer over the status to see how much is still owing. |
| Total | The bill total including tax. |
The actions on each row
Each row shows its main action as a button. The others are under the three-dot More actions button at the end of the row, with Delete at the bottom.
| Mark Paid | On a bill you still owe money on. Opens the Mark Bill Paid window, where you record a payment in full or in part. See Mark a bill paid. |
|---|---|
| Payments | On a bill that is Paid. Shows every payment made on it. For owners and admins it also has Mark Unpaid, for a bill marked paid by mistake. |
| Edit | Opens the bill form with everything filled in, so you can correct it. See Change or delete a bill. |
| Attachments | The files kept with the bill, such as the supplier's PDF. See Attach files. |
| Delete | Removes the bill and its attached files. Owners and admins only; it is not shown to other team members. A bill matched to a bank line is unmatched in Banking first; see Change or delete a bill. |
What the statuses mean
| Outstanding | You owe all of this bill and it is not past its due date (or it has no due date). |
|---|---|
| Partially Paid | You have recorded one or more payments, but some of the bill is still owing and it is not past its due date. |
| Overdue | You still owe some or all of it and its due date is before today. Todah works this out every time you look; you never set it yourself. A bill that is both part paid and past due shows Overdue, because that is what needs your attention first. |
| Paid | Settled: its payments add up to the total, it was matched to a bank line for the full amount, or it was saved from a scanned receipt. |
Good to know: A bill with no due date is never shown as Overdue, however old it is.
Finding a bill
- Use the tabs above the list: All bills, Unpaid (Outstanding, Partially Paid and Overdue together), Overdue, or Paid. Each tab shows how many bills it holds.
- Type in the search box ("Search bill number, vendor or amount"). It looks at every column, so a bill number, a vendor name or an amount (with or without the $ and commas) all work.
- Narrow by supplier with the All vendors list, or by status with the All statuses list.
- Narrow by date with the date list (it reads the Issued column): Any date, Last 30 days, Last 90 days, This month, Last month, This quarter, This year, Last year, or Custom range, which shows From and To boxes.
- Choose Clear Filters to see everything again.
- Choose a column heading to sort by it; choose it again to reverse the order. The small triangles show which way the list runs, and Todah remembers your choice.
- The list shows 20 bills a page. You can switch to 50 or 100, and move between pages under the list.
- On a phone, the columns become labels on each bill, and you choose the order from the sort list instead.
- Filters stay while you are signed in to this browser tab; the sort order is remembered on this device.
Tip: Check the Overdue tab once a week. Paying suppliers on time keeps your credit good, and on Business and Enterprise the Payables Aging list (Reports → Receivables & Payables → Ageing) shows how long each unpaid balance has waited.
See also
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