Use Enter Bill to record a bill you'll pay later, such as a supplier's invoice. Once posted, the bill is saved in Payables until a payment is made against it.
Bill or invoice? In Propra, a bill is always money going out and appears in Payables. An invoice is always money coming in and appears in Receivables. See Understanding the Difference Between Invoices, Bills, and Expenses.
How to enter a bill
Go to Accounting → Tasks and click Enter Bill.
Choose the Property. The Owner fills in automatically. Use the arrows between the two fields if you want to choose the owner first.
Choose the Payee. The list includes suppliers as well as the tenants and owners on the property. To add a new supplier, click Add supplier.
Check the Bill Date and Due Date, and enter the Bill number from the supplier's invoice.
If you have account numbers set up with the supplier, choose the Supplier Account, or click Add supplier account.
Tick Split GST/HST if needed. For commercial properties, this separates the GST/HST into a liability account so it can be remitted.
Tick Apply Mark-up to add a mark-up to a supplier or contractor bill (see below).
On each line, choose the expense Account, the Unit if the bill is for a specific unit, a Description and the Amount. Click Add line to split the bill across more accounts or units.
Add a Note if you like, and click Attach files to attach a copy of the supplier's invoice.
Click Post. Use the arrow next to Post to choose Post and new (post and start another bill straight away) or Post as recurring (for regular charges such as utilities or monthly service contracts).
Mark-ups and revenue entries
Mark-up — when the payee is a supplier or contractor, you can tick Apply Mark-up. A second bill is created for the property for the mark-up amount plus any taxes. Mark-up GL accounts and rates are set in your accounting settings, under Maintenance Billing.
Revenue entry for your company — when the payee is your own company, an option to Create revenue entry appears. If you tick it, a matching invoice is created in your company's administrative accounting.
What happens after you post
The bill is recorded in Payables and stays unpaid until a payment is made against it.
An unpaid bill increases Accounts Payable until it's paid.
To edit a bill, go to Accounting → Payables, open the bill, and use the three-dot menu at the top right. You can only edit a bill that hasn't been paid.
If the bill was posted as paid, delete the linked entry at the bottom of the bill (three-dot menu → Delete) before editing. This isn't possible if a real payment was processed in Propra.
Already paid the bill? Use Enter Expense instead. It records the payment without creating a payable.
Video walkthrough