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# Pay bills and record expenses

This article covers recording money that has left your business: paying the bills you've entered, and logging expenses that didn't start as a bill.

## Pay bills

There are two ways to record that you've paid a bill.

| Method | Use it when |
| ---- | ---- |
| Mark as paid | You paid one bill in full. |
| Pay a bill | You paid part of a bill, or several bills from one vendor in one payment. |

### Mark a bill as paid

Choose **Mark as paid** in the row menu or inside the bill.

![One payment for the full balance.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/01-mark-as-paid_1bzbxat.png)

1. Check the **Payment date**.
2. Choose the **Payment account** the money left from.
3. Click **Mark paid**. The button shows the amount.

If you paid less than the full balance, click **Pay part of it** instead.

### Pay a bill

Click **Pay bill** at the top of the Bills list, or **Pay bill** in a vendor's row menu.

![Paying one overdue bill in full.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/02-pay-a-bill_125qz9p.png)

1. **Unpaid bills.** Every open bill from the vendor. Type what you paid in the **Payment** column, click the **Pay** link under a row to fill in its balance, or click **Pay all in full**.
2. **Total payment.** The sum of the amounts you entered.
3. **Payment account.** The account the money left from. The payment posts against this account in your books.

Choose the **Vendor** first. Vendors are listed with what they're owed, largest first. **Reference** is optional and is a good place for a check number or confirmation code.

Click **Record payment**. The button shows the total you're recording.

### Pay part of a bill

Enter less than the amount due in the **Payment** column. The bill moves to **Partly paid** and the list shows what's left. Record the rest the same way when you pay it.

### Schedule a payment from the overview

On the Expenses overview, the **Bills to pay** panel has a **Pay** button on each bill. Click it to schedule the payment without opening the bill.

## Bill payments

**Bill payments** lists every payment you've made against a vendor bill.

![Each row is one payment, with the bills it paid.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/03-bill-payments_113n2z9.png)

### Read the list

The totals show what you paid in the last 30 days, the number of payments, the average payment and the vendor you've paid the most. Each row shows the date, the vendor and reference, the bills the payment settled, and the method and account.

### Edit or delete a payment

Click a row, or choose **Edit** in its menu, to change a payment's date, amounts, account or reference.

![A $500 payment against a $1,500 bill.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/04-edit-bill-payment_1ipamhp.png)

**Delete payment** asks you to confirm. The amount goes back onto the bills it paid, and they show as unpaid again.

## All expenses

**All expenses** is the full list of money going out: the expenses you record by hand and the money that left your connected accounts.

### Tour of the list

![The All expenses list. The numbers match the list below.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/05-all-expenses_ipwhtl.png)

1. **Page actions.** Upload receipts, Import, Export and Add expense.
2. **Totals.** Total spent (excluding personal), the number of records, how many you recorded manually and how many are missing a receipt.
3. **Tabs.** All, Recorded manually, From bank, Needs category and Excluded.
4. **A manual expense.** The line under the payee starts with "Manual" and names the account that paid.
5. **A bank expense.** The line starts with "Bank" and names the connected account.
6. **Status.** Recorded, Categorized, Needs category or Excluded.

### Manual and bank expenses

The two kinds of row behave differently.

* A **manual** expense belongs to this page. Click it to edit it, or use its menu to **Edit**, **Duplicate** or **Delete**.
* A **bank** expense belongs to your bank feed. Its menu has one action, **Open in Bank feeds**, and clicking the row takes you there. Change its category, split it or exclude it in **Bank feeds**.

![Bank expenses are edited in Bank feeds.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/06-bank-row-menu_uvkzwy.png)

Use the **Needs category** tab to find bank expenses Tabby couldn't categorize. You can clear them in **Review**.

### Add an expense

Click **Add expense**, or **Log expense** on the overview.

![An expense for a flight, with the tax from the receipt.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/07-new-expense_cl7y23.png)

1. **Expense details.** Who you paid, the date, an optional reference and the **Payment account**. The payment account is the account or card the money left from, and it's what shows in your reports.
2. **Item details.** Lines work the same way as on a bill: a category for each line, with quantity, price, tax and description.
3. **Expense summary.** Subtotal, tax and total, with **Save expense** and **Save and add another**.

Class works the same way as on a bill.

### Attach a receipt and add a memo

At the bottom of the form, add the **Receipt** as a PDF, PNG or JPG, up to 10 MB, and a **Memo** saying what the expense was for.

![A receipt and a short memo make an expense easy to explain later.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/08-receipt-and-memo_ghtzwq.png)

| **Tip:** Entering several expenses in a row? Click **Save and add another** to save this one and start the next without closing the form.

### Upload receipts in bulk

If you have a stack of receipts, let Tabby read them. Click **Upload receipts**.

![Four receipts read and waiting for a check.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/09-review-receipts_1thnzkj.png)

1. **Upload area.** Drop PDF, PNG or JPG files, as many as you like.
2. **Read by Tabby.** Tabby fills in the date, vendor, category and amount from each receipt.
3. **Add or remove one receipt.** The check adds that expense to your books. The trash removes the receipt from the queue.
4. **Add expenses.** Adds every receipt that's ready.

Check each row and change anything that looks wrong. A receipt is ready when it has a date, vendor, category, payment account and amount.

Nothing reaches your books until you add it. If you close the screen first, the receipts stay in the queue and a note on All expenses tells you how many are waiting.

![Click Review them to go back to the queue.](https://storage.crisp.chat/users/helpdesk/website/-/8/a/f/c/8afcc30bafd4b000/10-receipts-waiting_129y0rw.png)

**Clear the queue** removes every waiting receipt. Nothing in your books changes.

## Common questions

### I paid a bill from my connected bank account. Do I also record the payment?

Yes. Record the payment against the bill so the bill is settled, and choose that bank account as the payment account. Then match the bank transaction to the bill payment in **Bank feeds** so the money isn't counted twice.

### Why can't I edit an expense in All expenses?

It came from your bank. Open its menu and choose **Open in Bank feeds** to change the category, split it or exclude it.