Paying bills

What this does

Money Out → Accounts Payable shows what the shop owes and lets you pay it. The top cards are Total Open AP, Overdue, and Due (7d). The Outstanding Bills table lists every approved or partly paid bill with a balance, trade-account vendors first, then by due date, with Overdue, Due 7d, and Due 30d filters. Rejected bills sit in their own collapsed group. Money Out → Bill Payments is the history: every payment with date, vendor, bill, method, account, and reference, searchable and filterable by method.

Three ways to pay

From the Checks or Credit Cards screen. Pick the vendor, tick the bills under Open Bills, adjust the amount per bill for a partial payment, save. This creates a real check or card transaction alongside the bill payment: it's in the register, it's editable and voidable, the statement importer will match it, and voiding it reopens the bill. Use this path unless you have a reason not to.

From the bill page. Record Payment: Payment Date, Amount (defaults to the balance), Method (Check, ACH, Wire, Cash, Credit Card), Payment Account (the bank or card), and Reference / Check #. Posts the payment and updates the bill.

A pay run from the dashboard. Tick bills (or Select all (filtered), or the trade-account bills together), set Payment date, Method (Check, ACH, Cash), and Pay from account, then Record pay run. One payment per bill posts; the confirmation lists any that failed (a zero balance, a period lock).

All three paths produce the same thing. Since 2026-09-23, a bill-page payment and a pay run create a real transaction too: Check, ACH and Wire write a check-register row (a Check keeps your reference as the check number; ACH and Wire post as a Withdrawal and carry the reference in the memo), and Credit Card writes a card charge. The toast names what it created. Each one is in the register with Edit and Void, the statement importer will match it, and voiding it reopens the bill. Cash is the exception — there's no cash account to hang a transaction on, so it stays a direct entry, and it has its own Void on the bill's Payment History.

What happens in the books

Every payment posts Dr Accounts Payable / Cr the paying account, dated the payment date, and reduces the bill's paid balance; a bill that reaches zero is marked Paid, otherwise Partial. The expense itself was booked when the bill was approved, so paying doesn't touch the profit and loss. If a bill somehow reached payment without its accrual, the payment posts the accrual first so the books stay balanced. Over-payment isn't possible: the amount is clamped to the open balance on the server.

Common problems

A bill isn't in Outstanding Bills. It's a draft, pending approval, rejected, or already paid. Check the status filter on View Bills.

The pay run recorded fewer payments than I ticked. The result lists the bills that failed and why. Zero-balance bills are skipped; a locked period refuses.

I paid the wrong bill. Void the payment: on the bill's Payment History, use the row menu. A payment made by check or card voids as that transaction; a cash one voids on its own. Either way the reversing entry is dated to the payment, the bill reopens for the amount, and you can record it against the right bill.

Two payments for one bill. The second one paid nothing (the balance was clamped to what remained) or, if the bill was already paid, the server refused it. Check Bill Payments for what actually posted.