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Create non-purchase order bills

  • Updated on Jul 13, 2026
  • Published on Feb 20, 2026
  • 4 minute(s) read
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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.

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.

  • 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.

    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.

  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:  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.

    3. Job Number (optional): Select from the dropdown if you want to associate this bill with a job.

      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: Items added to bills do not impact inventory.

    1. Item: Select from the dropdown.

      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.

      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.

  6. To add another item, click Add 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: 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. 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.

  8. To add another expense, click Add at the end of a row and repeat the previous step to enter details about the expense.

    Note: To delete expenses or items, click Trash .

  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.

  10. To add charges or discounts to the bill, click Add and select from the dropdown. Taxes are applied or not applied to discounts or charges based on the selection you make.

    Note: Shipping costs are not taxed.

    Invoice summary showing unit cost, tax rate, and total amount due.

  11. When finished, click Save.

The non-PO bill appears on the Bills screen. If your account doesn't have 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: 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.

Tip: To add comments to a bill, click Comment and enter a comment.

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