Creating and Managing Bills Introduction A bill is a vendor invoice for goods or services you need to pay. In Niobi, bills help you track what you owe, control approvals, and ensure every payment is properly recorded and authorized. This guide shows how to create bills, submit them for approval, and move them through to payment. What you'll learn: - How to create a bill (one-off or recurring) - How to enter bill details correctly - How approval and payment flow works - How to track bill status - Best practices for clean bill management \--- Before You Start To create a bill, you'll need: - A vendor/payee in your system (or create one) - Vendor invoice details (amount, date, invoice number) - Payment terms and due date - Line item details (recommended) Step 1: Go to Bills Section Log into Niobi at <https://app.niobi.co>\ Go to Bills in the left navigation menu\ Click Create Bill You will see two options: - One-off Bill - Recurring Bill ✔ Select the correct option before continuing Step 2: Select or Add Payee Select Existing Payee - Search and select vendor from dropdown - Details auto-fill (payment info, contact, defaults) Add New Payee - Click Add Payee - Enter vendor name and details - Save for future use ✔ Ensure vendor name is correct. Small spelling mistakes create big problems later. Step 3: Enter Bill Details Fill in required fields (marked with red dot in system): - Bill Date → date invoice was issued - Invoice Number → vendor reference (e.g. INV-001) - Description → what the bill is for - Internal Reference (optional) → PO number or tracking code ✔ Use the exact invoice number from vendor document\ ✖ Do not guess or reformat references Step 4: Add Line Items Each bill must contain at least one line item. For each item: I. Description\ → What was purchased or service provided II. Quantity\ → Units, hours, or count III. Unit Price\ → Cost per unit IV. Total\ → Auto-calculated (Quantity × Unit Price) Optional: - Category (Office, Operations, etc.) - Tax settings ✔ Add multiple line items if needed\ ✔ System calculates totals automatically Step 5: Review Totals Before saving, confirm: ✔ Subtotal matches invoice\ ✔ Tax is correctly applied\ ✔ Discounts (if any) included\ ✔ Final total equals vendor invoice ⚠️ If totals don’t match, stop and correct before proceeding Step 6: Set Payment Terms Choose how and when payment is due: - Due on Receipt - Net 15 / Net 30 / Net 60 - Custom due date ✔ System auto-calculates due date if terms are used\ ✔ You can manually override if needed Optional: - Early payment discounts (if applicable) Step 7: Attach Documents Upload supporting documents: - Vendor invoice (PDF, JPG, PNG) - Purchase orders - Receipts or proof of delivery ✔ This forms part of your audit trail\ ✔ Always attach invoice where possible Step 8: Save or Submit At this point you can: ✔ Save as Draft → not yet submitted\ ✔ Submit for Approval → sends for review Once submitted: - Bill is locke