7 min guideUpdated August 2026App review required

Capture and reconcile a supplier bill

Match the supplier bill to its purchase order and receipt evidence, resolve differences and preserve the actual job cost.

Best forAccounts · Project Management / Production
Before you beginUse a representative record and confirm you have the permissions required for this area.

Step by step

  1. Open the purchase order and choose the supported supplier-bill action.
  2. Enter the supplier invoice number, date and bill lines without changing the parent supplier, job or currency context.
  3. Match available receipt evidence and compare ordered, received and billed quantities.
  4. Resolve price, freight, tax, shortage, damage or duplicate-invoice differences under the accounts policy.
  5. Save or approve the bill, then confirm its amount reaches the correct job Financials view.
  6. If accounting is connected, follow the sync status and reconcile the resulting provider record.

Good practice

A supplier bill must belong to the same purchase order, supplier, job and currency context. Escalate a mismatch instead of forcing it onto a convenient job.

When you are finishedThe order, receipt, supplier bill and resulting job cost can be reconciled without an unallocated side record.

Before you begin

  • The supplier, purchase order and available receipt evidence are correct.
  • Accounts can approve or escalate price, quantity, tax and currency differences.

Complete workflow

How the workflow moves

  1. 01
    Match

    Identify the supplier and exact purchase order.

  2. 02
    Compare

    Check bill lines against ordered and received evidence.

  3. 03
    Resolve

    Explain quantity, price, freight, tax or currency differences.

  4. 04
    Post

    Approve the supported bill and follow the accounting handoff.

If your workspace behaves differently, record the relevant job, client or record number and raise a support ticket so the team can investigate the exact context.