--- title: "Understand bill statuses" slug: "understand-bill-statuses" updated: 2026-07-30T21:18:12Z published: 2026-07-30T21:18:12Z canonical: "help.servicetitan.com/understand-bill-statuses" --- > ## 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. # Understand bill statuses ## Overview A bill moves through several statuses as your team reviews it, reconciles it, and pays it. The status of a bill tells you where it is in its lifecycle and what you can do with it next. This article defines each status in one place. --- ### #### Who uses this feature - Administrators, office employees, managers, accountants, and bookkeepers - Applies to all business types - Applies to all trades #### Feature configuration - Account configuration is required to use this feature. Please contact [Technical Support](http://go.servicetitan.com/ask) for details. - The Purchasing Module is required to use this feature. - The *Payables* permissions are required to use this feature. Please contact the account administrator on your team. ## Things to know - Set up Accounts Payable before you start working with bills. For more, see [Set up Accounts Payable](https://help.servicetitan.com/docs/set-up-accounts-payable). - A bill carries a bill status that tracks reconciliation, and a payment status that tracks payment to your vendor. - Not all bills pass through every status. The path depends on how you reconcile and pay each bill. - You reconcile a bill before you pay it. A reconciled bill cannot be edited. ## Bill statuses A bill can be in one of the following statuses. You can see bills grouped by status when you go to **Accounting**, then click **Bills** in the side panel. For details, see [View bills by status](https://help.servicetitan.com/docs/view-bills-by-status). These statuses are available to all accounts: - **Unreconciled:** Bills that need to be reviewed and reconciled. - **Discrepancies Identified:** Reviewed bills that have manually been marked as discrepancy identified. You can update the status to Reconciled after you resolve or accept the discrepancy. - **Reconciled:** Reviewed bills. - **Canceled:** Bills that were canceled. With 3-way matching enabled: - **Needs Review:** Bills that have discrepancies identified by 3-way matching as having a discrepancy with the receipt and/or PO. With Approval Workflows enabled: - **Pending Approval:** Bills that are awaiting approval. With the Ramp bill pay integration enabled: - **Unpaid:** Bills that have been reconciled and are not ready for payment. - **Paid:** Bills that are reconciled and paid. ![Overview of bills with reconciled, unreconciled, and canceled statuses displayed prominently.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/understand-bill-statuses-bill-statuses.png) > [!NOTE] > **Note:** A discrepancy is a difference between a bill and its purchase order or receipt, such as a difference in quantity, cost, tax, or shipping. ## Payment statuses After you reconcile a bill, create a payment to your vendor. The payment carries its own status. You can see payments grouped by status when you go to **Accounting**, then click **Payments** in the side panel. For details, see [View payments by status](/v1/docs/view-payments-by-status). Which statuses you see depends on your payment integration. With the legacy Repay integration enabled: - **Unpaid:** Reconciled bills and credits with available balances that need a payment. - **Ready for Approval:** Payments you created that are ready to approve before processing. - **Initiated:** Approved payments that you submitted for processing. - **Processing:** Payments that are being prepared for the payee. - **In Transit:** Processed payments that you sent that have not yet reached the payee. - **Paid:** Payments received by the payee, with funds drawn from settlement accounts. - **Canceled:** Payments you canceled before processing. With the Ramp integration enabled: - **Scheduled:** Payments that are scheduled but have not yet been initiated. Payments can be scheduled in advance or scheduled for the same day. - **Processing:** Payments that initiated and being sent to the vendor. - **Paid:** Payments received by the payee, with funds drawn from settlement accounts. With neither the Repay nor the Ramp integration enabled: - **Unpaid:** Reconciled bills and credits with available balances that need a payment. - **Ready for Approval:** Payments requiring approval before processing. - **Paid:** Payments marked as paid via your accounting software. - **Canceled:** Payments you canceled before processing. ![Payments overview showing unpaid, approved, paid, and canceled statuses with vendor details.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/ap_payments_table.png) > [!NOTE] > **Note:** Not all payments pass through every status. For example, if you pay your vendor through your accounting software and select that option when you create the payment, the payment moves straight to the Paid status. ## The bill lifecycle The status of a bill tells you which stage of the AP workflow it is in. A bill moves from reconciliation through payment. ![Flowchart illustrating bill and payment statuses with various stages and transitions.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/bill-lifecycle.png) 1. A bill starts as **Unreconciled** or **Needs Review** when it is created or received. 2. If review finds a difference against the purchase order or receipt, the bill moves to **Discrepancies Identified**. With 3-way matching enabled, the bill is automatically marked as discrepancy identified. 3. After you resolve any differences (if needed) and confirm the bill is accurate, it becomes **Reconciled**. The reconciled bill is then ready for payment. How the payment progresses depends on your payment integration: - With the legacy Repay integration: The bill appears as **Unpaid** in the Payments list, ready for you to create a payment. The payment then moves through **Ready for Approval**, **Initiated**, **Processing**, and **In Transit**, and ends at **Paid**. - With the Ramp integration: The payment moves through **Scheduled** and **Processing**, and ends at **Paid**. - With neither integration: The bill appears as **Unpaid**, ready for you to create a payment. The payment moves through **Ready for Approval** and ends at **Paid** once marked paid via your accounting software. ## FAQ --- ### #### What do the bill statuses mean? A bill moves through reconciliation and payment statuses as your team reviews and pays it. For the definitions, see the Bill statuses and Payment statuses sections above. #### Why is a reconciled bill not showing a payment? A reconciled bill appears as Unpaid in the Payments list until you create a payment for it. ## Want to learn more? - See [View bills by status](https://help.servicetitan.com/docs/view-bills-by-status#view-bills-by-status) - See [View payments by status](https://help.servicetitan.com/docs/view-payments-by-status) - See [Approve and pay bills and statements](/v1/docs/approve-and-pay-bills-and-statements) - See [Set up Accounts Payable](https://help.servicetitan.com/docs/set-up-accounts-payable) - See [Understand Accounts Payable](/v1/docs/understand-accounts-payable)