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.

Mark a bill as paid

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

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.

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.

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.

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

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.

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.

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.

Upload receipts in bulk

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

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.

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.

Updated on: 07/10/2026