How Do I Create a New Bill?
Purpose

Contractor Foreman allows you to create and manage Bills for invoices received from vendors and subcontractors. Bills can be associated with projects, items, and costs to help maintain accurate financial and job-cost records.

A Bill represents money your company owes to a vendor or subcontractor. An Invoice, on the other hand, is generally used to request payment from a customer.

Create a New Bill

1. Open the Bills Module

• From the Main Menu, select Bills.
• On the Bills page, you can view existing Bills, search for a specific Bill, and manage your project billing records.

2. Add a New Bill

• Click Add Bill to open the Bill creation window.
• The Add Bill panel will appear on the right side of the screen.

3. Enter the Bill Information

• Complete the required fields in the Add Bill window. Required fields are marked with an asterisk (*).

Depending on your needs, enter or select:

1. Project – Select the project associated with the Bill.
2. Vendor – Select the vendor or subcontractor who provided the Bill.
3. Bill Date – Enter or select the date of the Bill.
4. Bill – Enter the Bill or invoice number provided by the vendor or subcontractor.
5. Terms – Select the applicable payment terms, if needed.
6. Billable – Select this option if the Bill should be treated as billable.

Review the information before creating the Bill.

4. Create the Bill

• After entering the required information, click Create Bill.
• Contractor Foreman will create the Bill and open the Bill details page, where you can enter and manage the associated costs.

• Add Items or Costs to the Bill
• After creating the Bill, use the Add Item to Bill dropdown in the Lump Sum/Item Costs section to add the costs associated with the Bill.
• Depending on the available options in your account, you may be able to add items from existing project records or enter a Bill item manually.

Possible options may include importing from:

1. Cost Items
2. Purchase Orders
3. Sub-Contracts
4. Expenses

You may also have options for adding a lump-sum amount or manually entering a Bill item.

5. Review the Bill Details

• Once the items have been added, review the Bill carefully.

1. Vendor
2. Project
3. Bill number
4. Bill date
5. Due date or payment terms
6. Items and quantities
7. Cost codes, where applicable
8. Amounts and totals

The Bill amount is calculated based on the items and costs entered on the Bill.

• Use the Notes section to add internal comments or information related to the Bill. Notes can help your team keep track of approvals, reviews, or other important details.
• You can also use the Files/Attachments section to upload supporting documents, such as the original PDF invoice or receipt received from the vendor or subcontractor.

Review and Manage the Bill

After creating and reviewing the Bill, you can continue managing it from the Bill details page.

Depending on your workflow, you can:

1. Add or modify Bill items.
2. Review the Bill amount.
3. Add supporting files.
4. Add internal notes.
5. Post a payment against the Bill.
6. Track the remaining balance.

Keeping Bills updated helps maintain accurate project financial and job-cost records.

Tip: Before saving a Bill, verify the Project, Vendor, Bill #, Bill Date, and Bill items to make sure the transaction is recorded against the correct project and costs.

Related Article

For information about recording a payment against an existing Bill, see How Do I Post a Payment to a Bill?