How do I change a Bill from open to paid?

In Contractor Foreman, the status of a bill is automatically updated based on the payment activity associated with it. There is no need to manually change a bill’s status from Open to Paid—this transition happens automatically when the full payment has been posted.

How Bill Status Works

When a bill is created, its initial status is typically set to Open, indicating that it has not yet been paid in full. The system monitors all payments posted to that bill and updates its status as payments are made.

If a bill has an outstanding amount it will remain in Open status.

When a payment of the full outstanding amount is posted to the bill, the status will automatically change to Paid. If only a partial payment is made, the bill will remain Open until the remaining balance is paid.

How to Post a Payment

To trigger the automatic status change, you simply need to post a payment to the bill:

Open the bill from the Bills module or from within the Subcontracts or Purchase Orders module if it’s tied to a sub-contract.

Click on the 3 dots to the top right of the bill and click Post Payment.

Enter the payment amount and payment details.

Click Confirm.

Once the total payment matches the bill’s total amount, the bill will automatically be marked as Paid.

No Manual Status Change Needed

Because of this automation, there is no manual action required to change the bill’s status. The system ensures accurate and real-time tracking of payment status, helping your team stay up to date with outstanding liabilities and improving financial accuracy.