Bills Tab

The Bills tab is your central workspace for managing supplier bills. View all bills, track payment status, monitor amounts owed, and take action on overdue items.

Overview cards

At the top of the page, summary cards show your current payables position:

Awaiting Payment

• Amount: Total of all bills marked “Awaiting Payment”
• Purpose: Bills approved and scheduled for payment
• Action: These bills need to be paid by their due dates

Paid This Month

• Amount: Total bill payments made in the current month
• Count: Number of bills paid
• Purpose: Track monthly outflows

Overdue Bills

• Amount: Total of bills past their due date
• Purpose: Immediate attention required
• Action: Prioritize these payments

The bills list

List columns

Row actions

Click any bill row to open the Bill Editor where you can:

• View full bill details
• Edit line items and amounts
• Update payment status
• Set or clear the planned payment date
• Record payments
• Add notes or attachments

Status filter

Filter bills by their current state:

• All: Every bill in the system
• Draft: Bills created but not approved
• Awaiting Payment: Approved bills ready for payment
• Paid: Fully paid bills
• Overdue: Bills past their due date
• Voided: Cancelled bills

Using the status filter

1. Click the Status dropdown
2. Select the desired state
3. The list updates to show only matching bills

Use case examples:

• Check “Awaiting Payment” to see what needs paying this week
• Review “Overdue” to identify urgent payments
• View “Draft” to find bills pending approval

Date filter

Filter bills by date range:

Filter by date button: Opens date range selector

• Preset ranges: Today, This Week, This Month, This Quarter, This Year
• Custom range: Select specific start and end dates
• Clear filter: Remove date restrictions

When to use date filters

• Month-end: Review bills from the current period
• Quarterly BAS: Filter to find GST-related bills
• Year-end: Prepare for tax reporting
• Supplier reconciliation: Find bills for a specific date range

Search

The search box filters bills by:

• Supplier name
• Reference number
• Line item descriptions

Search tips

• Enter partial supplier names: “ABC” finds “ABC Supplies”
• Search by invoice number: “INV-1234”
• Search for specific items: “stationery”

Bulk actions

Select multiple bills using checkboxes for bulk operations:

Select All

Click the checkbox in the table header to select all visible bills.

Individual selection

Click checkboxes on specific rows to select particular bills.

Available bulk actions

When bills are selected, bulk action buttons appear (depending on status):

• Approve: Move Draft bills to Awaiting Payment
• Plan: Set a planned payment date for selected unpaid bills
• Clear plan: Remove the planned payment date from selected unpaid bills
• Pay X Bills: Create a batch payment for selected Awaiting Payment bills — pay multiple bills at once, optionally download an ABA file, and send grouped remittance advice
• Void Bills: Void selected bills
• Export: Download selected bills as CSV

Planned payment dates

Use a planned payment date when you know when you intend to pay a bill but are not ready to record the payment yet.

• Planned dates are for scheduling and cash-flow review only.
• Setting a planned date does not mark the bill paid.
• Setting a planned date does not create a bank payment, batch payment, ABA file, or journal.
• You can click the Planned cell in the Bills table to set or clear the date for one bill.
• You can also set planned dates from the Bill Editor or in bulk from the Bills list.
• You can sort by Planned to group bills for the same payment run or find bills that have not been planned.

Bill status indicators

Visual status badges

Each bill displays a status badge:

Amount display

• Positive amounts: Normal black text
• Negative amounts: Credit notes or adjustments (shown in red)

Needs Review badge

Some uploaded bills show a Needs Review badge. This badge is only shown when Rebased has explicitly flagged the upload for review, not just because the bill is a draft.

Common reasons include:

• the document looks like an invoice statement or includes a balance brought forward
• the upload includes payment or adjustment lines, such as “Payment, Thank You”
• the document total does not line up cleanly with the extracted payable lines
• GST/tax amounts need checking
• it may duplicate a bill you already have (same supplier and invoice number, or matching amount and date)
• it may match a bank payment that is already reconciled (for example a receipt you already attached in Bank)

Review-required bills stay as drafts. Autopilot does not approve them. Use Review & Approve on the Bills page to work through the queue, or open the bill in the Bill Editor. If Rebased warns about a possible duplicate or reconciled match, confirm how to treat it before approving.

Creating new bills

New Bill button

Click the New Bill button to create a bill:

Options:

• Blank Bill: Create from scratch
• From Purchase Order: Convert an existing PO to a bill

From Purchase Order workflow

When creating from a PO:

1. Select the PO from the list
2. System pre-fills:
   • Supplier
   • Line items
   • Quantities
   • Expected prices
3. Adjust actual received quantities
4. Update final prices if different from PO
5. Save as bill

Uploading a bill (OCR)

Instead of typing a bill in, you can upload the document and let Rebased read it for you.

1. Click New Bill → Upload Bill (or drop a file in), or attach the bill to Intelligence and ask it to upload/process the bill, or forward the invoice to your email bill upload address
2. Rebased reads the supplier, dates, amounts and line items
3. The supplier is matched (or created if new) and a bill is prepared automatically

Supported files: PDF, JPG, PNG and HEIC, up to 10MB. Email upload accepts PDF, PNG and JPEG.

Rebased extracts visible charges from the document, including product/service rows, freight, shipping, handling, surcharges and other charges shown outside the main item table. If a supplier invoice has a separate freight amount and GST, the created bill keeps that as a bill line so the Bills list and Bill Editor show the same total.

Rebased also reads line discounts where shown. Percentage discounts and fixed discounts appear on the bill line so you can see how the total was calculated.

When you correct the account or GST code on a clear OCR line and save, Rebased learns an item-level pattern for that supplier. The next upload with the same or similar item can use that account and tax code automatically. You can review and manage learned rules in the Patterns tab.

Statement-like documents are handled more cautiously. If Rebased detects balance-forward, payment adjustment, or credit-only lines against an outstanding balance — or a possible duplicate / already-reconciled payment — the bill is flagged Needs Review instead of being submitted automatically.

Paid receipts vs bills

After OCR, Rebased decides the path automatically:

If a receipt is still waiting after about 14 days, Rebased asks you to choose:

The upload modal also shows your email bill upload address (copyable). Paid-at-purchase receipts are fine to upload here — they’ll be routed, not turned into bills by mistake.

Draft vs Autopilot

A gear button at the top of the Bills page (and the Bill Upload Processing option in Settings) lets you choose what happens after a bill is read from an in-app upload:

This is Bills Autopilot only. Auto-confirming bank reconciliations is a separate setting — see Reconciliation Autopilot.

Email uploads always create drafts, even when Autopilot is on. Copy your address from the upload modal or Bill Settings → Email bill upload.

When to use Autopilot: turn it on once you trust the bills you upload in the app. Because Autopilot-approved bills are recorded straight away, they affect your reports immediately, so only enable it when you’re happy for in-app uploads to be approved without a check.

You can switch back to Draft at any time.

Review & Approve

When draft or Needs Review uploads are waiting, use Review & Approve on the Bills page. The queue shows the uploaded document next to the extracted line items so you can check them quickly without opening each bill. From there you can:

• Approve a bill (after confirming any duplicate or reconciled-match warning)
• Skip to the next bill
• Open full editor if you need to change supplier, amounts, or accounts
• Delete a draft that should not be kept

When an upload doesn’t work

If a document can’t be turned into a bill (for example the supplier or amounts couldn’t be read), it won’t be lost. A banner appears at the top of the Bills page listing the uploads that need attention. For each one you can:

• Retry — have Rebased try reading the document again
• Delete — permanently remove that failed attempt
• Enter the bill manually from the original file

Clear all removes every failed upload shown in the banner. Dismiss only hides the banner for now; the failed uploads are still there until you delete them or they succeed on retry.

Managing overdue bills

Identifying overdue items

Overdue bills are highlighted with:

• Red “Overdue” status badge
• Due date in the past
• Amount in “Due” column

Actions on overdue bills

1. Click the bill to open in editor
2. Review payment details: Confirm amount and due date
3. Record payment: If already paid, update status
4. Contact supplier: If disputing or negotiating
5. Prioritize payment: Based on supplier terms and cash flow

Payment planning workflow

Weekly payables review

1. Set filter to “Awaiting Payment”
2. Review due dates and planned payment dates
3. Sort by Planned or Due Date
4. Select bills you intend to pay together
5. Click Plan to set the intended payment date, or Pay X Bills when you are ready to record or export the payment

Due date sorting

Click the Due Date column header to sort:

• Ascending: Soonest due dates first (default for payment planning)
• Descending: Latest due dates first

Planned date sorting

Click the Planned column header to sort by intended payment date. Bills with no planned date stay visible so you can identify unplanned payables.

Supplier reconciliation

Finding supplier bills

1. Use the search box with supplier name
2. Or filter by date range for a period
3. Review all bills from that supplier

Checking for discrepancies

Compare your records against supplier statements:

1. Search for supplier
2. Verify all bills are recorded
3. Check amounts match supplier invoices
4. Confirm payment status

AU-specific considerations

GST tracking

• Review GST amounts in the Total column
• Ensure tax codes are correct for BAS reporting
• Credit notes (negative amounts) affect GST claims

ABN verification

• Supplier ABN should be recorded
• Verify on first transaction
• Update if supplier details change

Payment timing for BAS

• Bills entered before month-end affect that period’s GST
• Plan data entry timing around BAS lodgment dates
• Accrual accounting: bills are expenses when received, not when paid

Integration with other tabs

Purchase Orders tab

• Bills often originate from POs
• Check PO status before creating bills
• Use “From Purchase Order” option when converting

Suppliers tab

• Click supplier name to view supplier details
• See all bills from a supplier in one place
• Review supplier payment terms

Bank module

• Paid bills reconcile against bank feed
• Match bank transactions to bill payments
• Verify payment amounts

Best practices

Daily processing

• Enter bills on the day received
• Don’t let bills accumulate
• Scan and attach supplier invoices

Weekly review

• Review “Awaiting Payment” every Monday
• Set planned payment dates for the week
• Identify upcoming due dates

Monthly reconciliation

• Reconcile supplier statements
• Check for missing bills
• Verify GST coding
• Archive paid bills (optional)

Avoid common issues

• Don’t duplicate bills: Search before entering
• Check reference numbers: Ensure unique per supplier
• Verify amounts: Supplier errors do happen
• Record credits promptly: Apply credit notes when received

Troubleshooting

Can’t find a bill

• Try different search terms (supplier name, reference)
• Check “All” status filter (not just “Awaiting Payment”)
• Verify the date range (bill might be from earlier period)
• Check if accidentally voided

Overdue bill already paid

• Open the bill in editor
• Click Record Payment
• Enter payment details
• Status updates to “Paid”

Duplicate bills

• Void the duplicate (keep for audit trail)
• Do not delete - voiding maintains records
• Update reference to note “duplicate of [original]“

Wrong supplier selected

• Open bill in editor
• Change supplier in “From” field
• Review line items (supplier-specific items may need updating)
• Save changes

Related pages

• Bill Editor - Create and edit individual bills
• Patterns - Review learned bill allocation patterns
• Batch Payments - Pay multiple bills at once, download ABA, or remove bills from an existing batch
• Suppliers - Manage supplier database
• Purchase Orders - Create POs that convert to bills
• Settings - Configure bill numbering and defaults