Entryless makes getting bills into your cloud accounting system easier than ever, but you still need control over which bills get approved for payment. Entryless makes that easy for you, too.
Bill Approval Overview
Entryless gives you an easy workflow for reviewing, approving, and syncing bills with your cloud accounting system. With a consistent, fast process for bill approval, you can make quick work of accounts payable for all your companies.
Upload bills from the web, mobile app, or Entryless email. Entryless will process the bills automatically and get them ready for review. Review, categorize and edit bills then approve or reject them. Once bills are approved, sync them with your cloud accounting system.
Bills can be approved by only by those users who have been configured to have the Approver or CPA Junior (CPA Jr) role for a company in Entryless. If you need to add or change user roles for a company, see CPA and User Access.
When you login to Entryless, the Dashboard shows you how many bills are in processing, how many have been approved, and how many are waiting for approval. Bill processing should normally happen within 24 hours.
To review and approve bills, you can either click Bills Ready for Approval in the Dashboard or in the left-hand menu or, in the Acc. Payable section, click Approve Bills.
You’ll see a list of bills that Entryless has already processed and made ready for your approval. The supplier name, expense account, bill date, bill number, and bill amount are shown in the table. You can click the table headers if you want to sort bills in a different order.
You can review bills before deciding to approve, reject, or keep them in your queue. In addition, you can choose to deal with certain bills in the queue right away.
- To approve bills from the Review & Approve window, in the left column, click the checkbox next to bills you want to approve, and then click Approve Selected Bills. This marks a bill as approved.
- To reject bills from the Review & Approve window, in the left column, click the checkbox next to bills you want to approve, and then clickReject Selected Bills. This marks a bill as rejected.
- To review specific bills from Review & Approve window, in the left column, click the checkbox next to bills you want to approve, and then click Review and Approve Selected Bills.
To review all bills in the queue, click Review and Approve All Bills.
Note: If a bill is missing data in any of the fields in the Review & Approve window, you cannot approve it without first reviewing it and filling in the missing data.
You can review bills for before approving or rejecting them. For each bill you review, in the left hand side of the screen, you’ll see the image of the bill that was uploaded into Entryless. You can use this image to verify the information on the bill before proceeding.
In the Bill Details section on the right, you can make any changes to the bill entry.
For most of the fields, if you need to make entries or corrections, you can type directly into the fields. You can specify the bill number, PO number, bill date, and due date of the bill.
To change suppliers, or if the supplier wasn’t recognized by Entryless, you can choose the supplier from the list of suppliers in your cloud accounting system, or click Add Supplier to add a supplier in Entryless.
Note: Once Entryless receives a bill from a new supplier, it will automatically create the supplier for you and sync it with your cloud accounting system.
In the Bill Details section, you can select the GL Code and Expense account from your cloud accounting system.
Note: Once you have specified the GL Code or Expense account for a supplier, Entryless will automatically tag any new bills from the supplier with the same settings, so you only need to specify this information once. You can always change the coding for individual bills during the review process.
You can also make any changes you need to the line total, tax rates, and tax amounts. These changes will be automatically synced with your accounting system.
Once you’ve reviewed the bill and made any necessary changes to the bill details, you can accept, reject, or skip the bill.
- Approve — This marks the bill as approved and will sync it with your cloud accounting package when you export your bills after you finish your review.
- Reject — This marks the bill as not approved and gives you the opportunity to send an email to the appropriate person (for example, the supplier or the person who uploaded the bill) and explain why the bill was rejected or reject the bill without sending an email.
- Skip — This skips the bill for now and keeps it in the queue for review later.
Once you have finished approving bills you will see a summary of approved bills. Click Export to sync approved bills to your cloud accounting system. You can also click Export to CSV to download a CSV file of your activity for your records.
If you need to edit a bill that you already approved, see Editing and Re-syncing Bills.
Supplier Policies - Expense Tagging and Categorization
Entryless learns how to categorize your bill based on information about the supplier history in your cloud accounting system. For new suppliers, you can specify the correct expense account for the supplier in Entryless, and Entryless will remember that information as new bills from that supplier come in.
One-Click Bill Reconciliation – Bulk Approve
You can either categorize or change the categorization of the bill right from the list of bills to review without having to go into the bill details. To do this simply select the bills you want to bulk approve, verify the expense accounts tagged are the ones desired, and then simply click on “Approve selected bills.”
In the Note field of the bill details, you can type a note and Entryless will remember the notes and automatically fill in the Note field with that information when future bills come in from the same supplier. This means less typing and faster bill reconciliation for you.
Syncing Bills to Your Cloud Accounting System
When you login to Entryless, the Bills Pending to Sync section in the upper right panel of the dashboard shows the number of bills that have been approved in Entryless, but not yet synced with your accounting system.
If you have bills pending, click this section to open the Sync Bills window.
The Sync Bills shows the bills that have been approved in Entryless, but need to be exported to your cloud accounting system. If you want to download a copy of the bills in CSV format, click Export to CSV.
To sync bills from Entryless to your accounting system, click Export.
You can perform actions on individual bills by clicking the icons in the Actionscolumn.
- View — To view a bill, click .
- Download — To download a bill, click .