Bills and receipts
Forward a bill, snap a receipt, match the bank payment.
- Your own bill address
- Receipts from your phone's browser
- Match it to the bank payment
Forward or upload a bill
Each bill becomes a draft you check.
Your own bill address
Bill Inbox gives your workspace a private address. Forward a vendor's PDF or photo to it from a member's mailbox or an approved sender, and it waits there for review.
Upload a PDF or photo
Upload Bill takes a PDF up to 20 MB, or a JPEG or PNG up to 10 MB. You can also drop a bill on the Copilot chat.
You check every field
Vendor, bill number, dates and each line with a suggested category, with View original one click away. Saving creates an unposted draft. Nothing is posted or paid.
Snap receipts on your phone
Each photo read and matched on its own.
Take photos, then another
Open Receipts in your phone's browser and tap Take photos, then Take another for the next one, up to 20 at a time. One tap uploads them all.
Linked to the bank charge
BooksGPT reads the merchant, date and amount, and looks for the one transaction with the same amount within a week. A clear purchase links by itself. Otherwise Link is one click.
Your books stay the same
Linking attaches the receipt to the transaction as evidence. The amount and category do not change, and you can unlink it any time.
Matched to the bank payment
One debit can settle several bills.
Several bills, one debit
In Review inbox or Transactions, a debit offers Match to. Tick the bills it paid for that vendor, and they are matched in one step.
Extra becomes a prepayment
A debit larger than the bills you ticked pays them, and the rest is a vendor prepayment you can apply to a later bill. It is never booked as an extra expense.
No expense counted twice
The bank row becomes the bill payment, so accounts payable goes down and no second expense is created. BooksGPT records the payment and never sends money.
What you owe, by when
Every open bill, by its due date.
Due dates from vendor terms
Set the issue date and the due date fills in from the vendor's payment terms, with a line saying where it came from. You can pick another date.
Overdue in plain sight
Bills shows To pay, Overdue, Paid in the last 30 days and Due in 7 days. An overdue bill says how many days late it is.
A/P aging by vendor
A/P Aging puts each vendor's open bills in buckets: not yet overdue, up to 30 days, 31 to 60, 61 to 90 and 91 or more. Export it to Excel or CSV.
How it works
Questions, answered.
Open Bill Inbox under Purchases. An admin clicks Create email address once, and then you can copy it. Forward a vendor's PDF or photo to that address from a workspace member's mailbox or an approved sender. It waits in Bill Inbox as Needs review, and nothing is created until you review it and save a draft.
Yes, in your phone's browser. Open Receipts, tap Take photos, then Take another for each one, up to 20 at a time, and upload them in one tap. Each photo becomes its own receipt, read for its merchant, date and amount and matched to the transaction with the same amount. You can also forward receipts to your receipt address.
No. BooksGPT never sends money. Bills are paid at your bank, as they are today, and BooksGPT records each payment: match the bank debit to the bill, or use Record payment for money paid outside your bank feed.
Post the bill first. When the debit shows in Review inbox or Transactions, its category list recommends Match to and your open bills. Tick the bills it paid, then match. One debit can close several bills for the same vendor, any extra becomes a vendor prepayment, and no second expense is recorded.
Yes. On a saved bill, open More, then Make recurring. Choose how often, the first date and when it ends, and whether each bill is saved as a draft or posted to your books. BooksGPT also suggests schedules from charges that repeat in your spending, and enters nothing until you set one up.
Yes. Record a vendor credit for a return or an overcharge, then Apply to Bill to lower what you owe, with no cash moved. A purchase order records what you asked a vendor to send, and Create bill on the order fills a new bill with the lines still open. A purchase order never posts to your books.
Workspace members who can edit the books, from the address they sign in with, and extra senders the owner approves. An extra mailbox confirms by email first. A vendor's automatic forward through a member's mailbox needs no approval.