Expenses & Bills

Vendors

Go to Expenses → Vendors to manage your vendor list. Vendors are the businesses and individuals you pay — suppliers, contractors, landlords, utilities. Each vendor has a name, optional email, a Payment Terms preset (Due on Receipt, Net 7/15/30/60, or Custom) that auto-suggests the due date on new bills, and an optional Default expense account that pre-fills the account on new bill lines, including lines suggested by AP Capture. Assign vendors to expenses and bills to track spending by supplier.

Vendors have a Portal Contacts section on their edit page too, working the same way as it does for customers: add a vendor's individual staff by email so each can sign in to the Partner Portal and see that vendor's bills and payment status.

Expenses

An expense is a cost paid immediately (no outstanding balance). To record one:

1. Go to Expenses → Expenses and click New Expense.
2. Choose the expense account (e.g. Office Supplies, Rent, Travel).
3. Optionally select a vendor and enter a description.
4. Set the date and amount, then click Save.

RSA posts a journal entry immediately: Debit the chosen expense account, Credit Cash (or the account you specify).

Bills

A bill is a vendor invoice you have received but not yet paid — an accounts payable item. Bills move through three statuses: draft → approved → paid.

1. Go to Expenses → Bills and click New Bill.
2. Select the vendor, set the bill date and due date.
3. Add line items: choose the expense account, enter a description and amount for each line. You can still change a line's account later from the bill's detail page while it's a draft.
4. Click Save. No journal entry is posted yet.

Vendors can also submit bills themselves from the Partner Portal — these land here as drafts tagged Awaiting review, without an expense account assigned, until your team reviews and approves them.

Instead of entering a bill by hand, you can upload the vendor's invoice file and let AP Capture extract the vendor, dates, and line items into a draft bill for you to review — available on the Plus plan and up.

Click Approve when a draft bill is ready. This posts a journal entry — Debit each line's expense account, Credit Accounts Payable — so the expense hits the P&L immediately, before it's paid. The Accounts Payable account comes from Settings → Accounting Defaults, falling back to account code 2100 if none is set.

Only approved bills can be paid. Record a payment with an amount, the bank account (cash account) and AP account, and an optional method/reference — RSA posts Debit Accounts Payable, Credit Cash for that amount. Bills support multiple partial payments; each shows a running "Paid $X of $Y", and the bill moves to Paid once fully covered.

Recurring expenses

Go to Expenses → Recurring Expenses to set up expenses that post on a schedule. Common uses: monthly rent, subscriptions, and loan interest. Each template stores the account, vendor, amount, and frequency. On the due date RSA posts the expense automatically. Click Edit on an existing template to change its account, vendor, or frequency, or to pause/resume it.