---
title: "Reconcile bills"
slug: "reconcile-bills"
updated: 2026-04-09T18:37:48Z
published: 2026-04-09T18:37:48Z
---

> ## 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.

# Reconcile bills

## 

## Overview

Bills are generated when you receive a purchase order shipment from your purchasing vendor. Before you pay your bills, review and reconcile your bills to ensure they are accurate. This helps to ensure you pay bills on time and maintain a good credit standing with vendors. After you reconcile bills, add them to statements and pay your statement balances. You can also export reconciled bills to QuickBooks Desktop.

When reconciling bills, make sure to review these for accuracy:

- Total
- Item SKUs
- Item costs
- Item quantity
- Fees and deduction
- Sales tax
- Shipping fees
- Payment term

> [!NOTE]
> **Note:** You can only add reconciled bills to statements.

[Reconcile bills Video](https://fast.wistia.net/embed/iframe/1757uvmxe2?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 Payables](/v1/docs/set-up-accounts-payable).
- To reconcile bills in bulk, see [Reconcile bills in bulk](/v1/docs/reconcile-bills-in-bulk).

## Reconcile a bill

1. Go to the navigation bar and click **Accounting**.
2. In the side panel, click **Bills**.
3. Click the **Unreconciled** tab if it’s not already selected.
4. Select the bill you want to reconcile.

> [!TIP]
> **Tip:** Use the filters to quickly find the bill.

![Overview of bills with reconciliation status and vendor details displayed in a table.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/reconcile-bills-image-0ecub8hf.png) The *Bill*record opens.
5. Optional: To edit the bill and add discounts or other costs, complete the following steps:
  1. Click the **Actions**dropdown and select **Edit**. ![Dropdown menu showing options to edit or mark payment as 'do not pay'.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/reconcile-bills-image-ti4qkd8k.png)
  2. In the lower section of the *Edit Bill* screen, 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**> **Operations** > **General Ledger Accounts**.
    2. **Business Unit:** Update the business unit if needed.
    3. **Job Number:** Select from the dropdown.
    4. **Memo (optional)**
    5. **Amount:** Enter a dollar amount. ![Expense report showing details like account, job number, and total amount due.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/reconcile-bills-image-zvdyqnw8.png)
  3. 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-delete.png) icon****at the end of a row.
  4. 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:** Only non-inventory items appear in the dropdown. To add an inventory item to a bill, see [purchasing module](/v1/docs/inventory-and-purchase-orders-1#purchasing-module).

> [!TIP]
> **Tip:** 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.
  5. 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.
  6. When you are done entering expenses and items, enter the **Tax Rate** as a percent or dollar value.![Invoice summary showing sub-total, tax rate, and total amount due.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/reconcile-bills-image-ldzuj6ac.png) The *Total*is calculated. All expenses and items are taxed.
  7. 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. ![Invoice summary showing unit cost, tax rate, and total amount due.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/reconcile-bills-image-8xpygv5x.png) Taxes are applied or not applied to discounts or charges based on the selection you make.

> [!NOTE]
> **Note:** Shipping costs are not taxed.
  8. When you’re done, click **Save** in the upper-right corner of the screen.
6. Review the bill and determine whether the purchase order, receipt, and item list have the same dollar amount, then do one of the following steps:
  1. If dollar amounts match, click **Reconciliation Actions** > **Mark as Reconciled**. ![Dropdown menu showing reconciliation actions with options for marking as reconciled or identifying discrepancies.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/reconcile-bills-image-e72wrcbt.png) A pop-up opens to confirm the bill is reconciled.
  2. If dollar amounts don’t match, click **Reconciliation Actions** > **Discrepancies Identified**.

> [!TIP]
> **Tip:** To document identified discrepancies and keep track of what actions you take to resolve the discrepancies, click Comment to add comments on the bill.

## Want to learn more?

- See [Set up Accounts Payable](/v1/docs/set-up-accounts-payable)