---
title: "Create non-purchase order bills"
slug: "create-non-purchase-order-bills"
status: "update"
updated: 2026-09-03T20:59:56Z
published: 2026-09-03T20:59:56Z
canonical: "help.servicetitan.com/create-non-purchase-order-bills"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create non-purchase order bills

### Overview

Create a non-purchase order (PO) bill to manage costs incurred outside the purchasing workflow, such as insurance, permits, rent, utilities, gas, marketing, credit card fees, taxes, and other non-job-related costs. Recording these as bills keeps your payables complete and your accounting accurate.

[Create a Non-PO Bill Video](https://fast.wistia.net/embed/iframe/3e1cr0egah?web_component=true&seo=true&videoFoam=false)

## 

---

### 

#### Who uses this feature

- Administrators, office employees, managers, accountants, and bookkeepers
- Applies to all business types
- Applies to all trades

#### Feature configuration

- The *Purchasing Module* is required to use this feature.
- Permission is required to use this feature. Please contact the account administrator on your team.

## Things to know

- If you haven’t already enabled *Payables*, see [Set up Accounts Payable](/v1/docs/set-up-accounts-payable).
- If a purchase order is related to a project, the purchase order’s Business Unit must match one of the project’s assigned business units, if it has any.

## Best practices

- Enter a vendor document number on every bill so you can cross-reference it later from statements and bill payments.
- Use the Job Number and/or Project Number field when a cost belongs to a specific job or project, so it flows to Job Costing.
- Set the Business Unit at the top of the bill to prefill each expense and item line, then adjust individual lines only where needed.

## Create a non-PO bill

1. Go to the navigation bar and click **Accounting**.
2. In the side panel, click **Bills**.
3. On the *Bills* screen that opens, click **Create Bill**. ![User interface showing options to create a bill and view details.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/non-po-bills_create-bill.png)

> [!TIP]
> **Tip:** You can use the **Tab** or **Enter** key to move to the next field.

![Form for creating a bill with vendor and transaction information fields.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/non-po-bills_create-bill-form.png)
4. On the Create Bill screen, enter information in the fields:
  1. **Vendor:** Select from the dropdown.
  2. **Vendor Document Number:** Enter the vendor's document or reference number for this bill. This is how you cross-reference the bill from other screens, such as statements and bill payments.

> [!NOTE]
> **Note:** If your account is set to require vendor document numbers on bills, you cannot save a bill without one. This is an Accounts Payable setting. For more, see [Set up Accounts Payable](/v1/docs/set-up-accounts-payable).
  3. **Job Number (optional):** Select from the dropdown if you want to associate this bill with a job.

> [!TIP]
> **Tip:** You can search jobs by customer name and click locations to find the appropriate job number.
  4. **Project Number (optional):** Select from the dropdown if you want to associate this bill with a project.
  5. **Term:** Select from the dropdown.
  6. **Date Billed:** Use today's date or enter another date.
  7. **Due Date:** Enter the due date for the bill.
  8. **Business Unit:** Select from the dropdown.
  9. **Project Label:** Select from the dropdown.
  10. **Memo (optional)**
5. In the lower portion of the screen, click **Items** and enter details about an item.

> [!NOTE]
> **Note:** Items added to bills do not impact inventory.
  1. **Item:** Select from the dropdown.

> [!NOTE]
> **Note:** Non-inventory items are available to select. Inventory items appear in the dropdown but can't be selected, with an indicator that inventory items must be connected to a receipt or purchase order.

> [!TIP]
> **Note:** You can search for an item by entering all or part of an item name in the dropdown.
  2. **Qty Billed:** Quantity.
  3. **Unit cost:** Cost per unit. ![Table displaying item details for a shower stall drain including costs and quantities.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/non-po-bills_line-item.png)
6. To add another item, click **Add ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-add-circle.png)** at the end of a row and repeat the previous step to enter details about the item.
7. To add expenses, click **Expenses** (if it’s not already selected) and enter expense information:
  1. **Account:** Select an account from the dropdown.

> [!NOTE]
> **Note:** To view account numbers associated with active general ledger accounts, go to **Settings ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-settings-inactive.png)**> **Operations** > **General Ledger Accounts**.
  2. **Business Unit:** Update the business unit if needed.
  3. **Job Number:** Select from the dropdown.
  4. **Project Label:** Select from the dropdown. This only appears if you have project labels enabled.
  5. **Memo (optional)**
  6. **Amount:** Enter a dollar amount. ![Expense report showing plumbing maintenance costs and total amount of $500.00.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/non-po-bills_line-expense.png)
8. To add another expense, click **Add ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-add-circle.png)** at the end of a row and repeat the previous step to enter details about the expense.

> [!NOTE]
> **Note:** To delete expenses or items, click **Trash ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-add-circle.png)**.
9. When you are done entering expenses and items, enter the **Tax Rate** as a percent or dollar value. The *Total* is calculated. All expenses and items are taxed. ![Invoice summary showing sub-total, tax rate, and total amount due.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/create-non-purchase-order-bills-image-tywa4icz.png)
10. To add charges or discounts to the bill, click **Add ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-add-circle.png)** and select from the dropdown. Taxes are applied or not applied to discounts or charges based on the selection you make.

> [!NOTE]
> **Note:** Shipping costs are not taxed.

![Invoice summary showing unit cost, tax rate, and total amount due.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/create-non-purchase-order-bills-image-yzxrwb1m.png)
11. When finished, click **Save.**

The non-PO bill appears on the *Bills* screen. If your account doesn't have [3-Way Matching](/v1/docs/find-vendor-bill-discrepancies-with-3-way-matching) enabled, the bill appears in the *Unreconciled* tab. If your account has 3-Way Matching enabled, the bill appears in the *Needs Review* tab instead.

> [!NOTE]
> **Note:** N/A appears in the Vendor and P.O. No. columns for non-PO bills because the bill is generated outside of the purchasing workflow.

![Table displaying vendor billing information, including dates, amounts, and project details.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/non-po-bills_bills-table.png)

> [!TIP]
> **Tip:** *To add comments to a bill, click* ***Comment ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-mode-comment.png)*** *and enter a comment*.

## Want to learn more?

- Visit the ServiceTitan Academy to enroll in [Accounts Payable in ServiceTitan](https://servicetitan.docebosaas.com/learn/courses/295/accounts-payable-in-servicetitan)
- See [Set up Accounts Payable](/v1/docs/set-up-accounts-payable)
- See [Use Accounts Payable Inbox](/v1/docs/use-accounts-payable-inbox)

An internal division within ServiceTitan used to segment work, reporting, and accounting — for example, “Resi HVAC” vs. “Commercial Plumbing.”

**What it does:** Lets multi-trade or multi-division businesses track performance, capacity, and financials separately per division.

**Where to find it:** Settings › Business Units.

**Also called:** Trade division, Service line, BU

**Tags:** Core

[Learn more →](https://help.servicetitan.com/docs/add-and-edit-a-trade-or-division) · [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)

The calculation of actual costs (labor, materials, overhead) against revenue for each job to determine true profitability.

**What it does:** Shows which job types, technicians, or BUs are truly profitable after accounting for all costs, not just top-line revenue.

**Also called:** Job profitability, Cost tracking

**Tags:** Core

[See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)