Bills

To ensure the profitability of your projects, it’s important to monitor job costs by keeping track of vendor bills and expenses.

In short, bills are sent to you from your vendor requesting future payment for goods or services. A bill will be in the status of Pending or Past Due until payment is made. Once you have paid your bill, you will mark the bill as “Paid” at which the bill will be closed.

Create a Bill

1. Click on Expenses > Expenses from the main left-hand navigation. In the upper right corner, click + New Transaction > Bill
2. In the New Bill Screen Select the Vendor from the dropdown.
3. Select the Expense Account from the dropdown (This is only required if syncing to Quickbooks online).
4. If applicable, select the Purchase Order(s) associated with this purchase. Line items from the Purchase order(s) will automatically be imported. (You can edit or remove these lines as needed)
5. Add the Bill Number
6. Enter the Bill Date
7. Select the Payment Terms from the dropdown.
8. Enter Payment Date if needed

Note: If line items are imported from a Purchase Order, they will be marked with a link icon on the right-hand side. You can click on the link icon to view which Purchase Order the item is associated with.

Submit For Review

Once you have reached this stage, you can request a user to review the bill by selecting their name from the dropdown list. This will flag the bill as “In Review” on the Expense list screen, and a banner will appear at the top of the Bill screen indicating the reviewer’s name. The reviewer can then click the Approve button on the banner to mark the bill as approved.

Enter Bill Items

1. Click the + Add button to create a new line item.
2. Select the Expense Type (Material, Equipment, Labor, Subcontractor, Other) from the dropdown. This will tell Werx how to track this expense toward the project.
3. Enter a product/service description, Quantity, Rate or Amount.
4. From the dropdown, Select the Project > Project Budget item where this expense is to be applied.

Once completed click Save at the bottom right corner.

Apply Payment

After you have made a payment for the bill, you can record the payment in Werx. To do so, navigate to the bill screen and click on Record Payment at the top of the screen. In the pop-up window, select the Payment Method/Account, enter the Payment Amount, Payment Date, and Reference Number (if necessary). You can also add a note if needed and select the Email receipt to customer option to send a simple receipt. Finally, click Save to complete the payment record.

Note: If you have integrated QuickBooks Online with Werx, any payments you record in QuickBooks Online should automatically reflect as paid in Werx.

Sync to QuickBooks

For accounts connected to QuickBooks Online

Once you have completed your bill and are ready to sync to QuickBooks, click the QB Sync button on the top right of the invoice screen.

If the QuickBooks Sync button is greyed out and not selectable, please have an administrator check your QuickBooks Online connection settings to make sure your accounts are connected.