Bill Summary

Complete list of all bills with status and balances. Track purchase transactions and manage payables.

Overview

Bill Summary provides a detailed list of every bill recorded in a period. It shows bill numbers, dates, amounts, and current payment status.

What it shows

All bills in the selected period
Bill numbers and dates
Supplier information
Bill totals and amounts paid
Current balance due
Bill status

Report columns

Column	Description
Bill #	Unique bill identifier
Supplier	Supplier name
Date	Bill date received
Due Date	Payment due date
Total	Full bill amount
Status	Current bill state
Amount Paid	Total payments made
Balance	Amount still owing

Bill statuses

Status	Meaning
Draft	Created but not approved (not included in reports)
Awaiting Payment	Approved, payment expected within terms
Partially Paid	Some payment made, balance outstanding
Paid	Fully paid
Overdue	Past due date, payment late
Void	Cancelled (not included in reports)

Generating the report

Step 1: Set date range

Select period to review
Common periods: This Month, This Quarter, This Financial Year

Step 2: Apply filters (optional)

Status filter:

All statuses (default)
Specific status: Awaiting Payment, Partially Paid, Paid, Overdue

Supplier filter:

All suppliers (default)
Specific supplier

Step 3: Click Generate Report

Understanding the layout

Summary stat cards

Top cards show:

Total Bills — Count of bills in period
Total Value — Sum of all bill amounts
Total Paid — Amount paid
Outstanding — Balance still owing

Report table


Bill #       Supplier          Date       Due Date    Total    Status           Paid    Balance
─────────────────────────────────────────────────────────────────────────────────────────────────
BP-0045      Office Supplies   02/07/2025 16/07/2025  $850     Paid             $850       $0
BP-0046      Tech Solutions    05/07/2025 19/07/2025  $1,200   Overdue            $0   $1,200
BP-0047      Utilities Co.     08/07/2025 22/07/2025  $450     Awaiting Payment   $0     $450
BP-0048      Marketing Agency  12/07/2025 26/07/2025  $2,500   Partially Paid   $1,000   $1,500
BP-0049      Legal Services    15/07/2025 29/07/2025  $1,800   Paid           $1,800       $0
... (more bills)
─────────────────────────────────────────────────────────────────────────────────────────────────
TOTALS                                                          $6,800   $3,650   $3,150

Sorting

Click column headers to sort:

Date — Chronological (default)
Bill # — By bill number
Supplier — Alphabetical
Total — By amount
Due Date — By payment deadline

Using the report

Expense review

Check all bills received in period
Verify bill numbers are sequential
Confirm amounts match purchase orders
Review supplier distribution

Payment planning

Filter by “Overdue” for urgent payments
Filter by “Awaiting Payment” for upcoming due dates
Plan payment runs based on due dates
Prioritise critical suppliers

Supplier analysis

Filter by specific supplier
Review their bill history
Track payment patterns
Identify frequent vs occasional suppliers

Reconciliation

Compare to Purchases by Supplier report
Verify totals match P&L expenses
Check for missing or duplicate bills

Exporting

CSV export

Generate the report
Click Export → CSV
File downloads as Bill_Summary_YYYY-MM-DD.csv

CSV includes all columns plus additional details.

Best practices

Monthly review

Generate for the month just ended
Check for unusual patterns
Verify all bills properly coded
Plan payments for upcoming bills

Sequential numbering

Bill numbers should be sequential
Gaps may indicate deleted/voided bills
Document any gaps for audit trail

Status management

Approve bills promptly upon receipt
Mark bills as paid when payment made
Monitor approaching due dates
Void (don’t delete) cancelled bills

Supplier verification

Ensure supplier names are consistent
Check for duplicate supplier entries
Update supplier details if changed

AU-specific notes

GST on bills

Total column includes GST
GST amount shown separately on bill
GST claimed on BAS when bill approved (accrual)

Tax deductions

Expense deductible when bill incurred (accrual basis)
Payment date doesn’t affect deductibility
Ensure all business expenses captured

EOFY preparation

Before June 30:

Review all bills for the year
Ensure all received bills recorded
Accrue for services received but not yet billed
Verify bill sequence complete

Comparison to other reports

Bill Summary vs Purchases by Supplier

Bill Summary	Purchases by Supplier
Individual bills	Grouped by supplier
Transaction detail	Summary totals
Shows status	Shows supplier share

Bill Summary vs Aged Payables

Bill Summary	Aged Payables
All bills (paid and unpaid)	Only unpaid bills
Shows history	Shows payment priority
Full period view	As-at date view

Troubleshooting

Bill missing from report

Check date range includes bill date
Verify not in “Draft” status
Confirm not “Void”
Check bill was saved

Total doesn’t match P&L

P&L may use accrual vs cash basis
Date ranges might differ
Credit notes affect net expenses
Draft/void bills excluded

Duplicate bill numbers

Should not happen — contact support
May indicate system error
Document for audit purposes

Status seems wrong

Payment not applied correctly
Partial payment not recorded
Bill not marked as approved

Can’t find specific bill

Use search/filter
Check by supplier
Verify bill number format
Confirm date range

Purchases by Supplier — Spending by supplier
Aged Payables — Unpaid bill aging
Profit & Loss — Expense summary
Bills — Creating and managing bills

Last updated: February 24, 2026