Vendor invoices and bills without QuickBooks

Check every vendor invoice against your PO and what arrived, pay bills, see what you owe each vendor, and send your accountant a file. No QuickBooks needed.

Everything here works the same whether or not you use QuickBooks. If you don't, tell the POS once: in Settings › QuickBooks, pick No, we don't use QuickBooks. After that the POS never mentions QuickBooks.

Checking vendor invoices, paying bills and the accountant's file are on every plan. Connecting QuickBooks and having AI read the invoices are on the Shop plan and up (see Your plan).

Add your vendor invoices

1. Drop the vendor's PDF invoices, credit memos and statements on the Invoices screen. A paper invoice can be a photo: open it and type the vendor, number, date, total and the PO number printed on it.
2. When you receive a shipment on its purchase order, type the vendor's invoice number. That is how the invoice and the box find each other.

What gets checked

Each invoice is checked against its purchase order and against what you received. The Check column on the Invoices screen shows the result, and anything that needs a look goes on the To do list:

• Billed but not received: the vendor billed something that hasn't been received here (or isn't on the PO at all).
• Received but not billed: a shipment came in more than a week ago and no invoice for it is on file.
• Price differs from the PO: the invoice price for a style isn't the cost on your PO.
• Quantity differs: billed for more (or fewer) pieces than you received.
• Invoice total differs from what was received: for an invoice typed in without its lines.
• Duplicate invoice: the same vendor and invoice number twice. Pay it once.
• Credit memo not used yet: money the vendor owes you. Take it off your next payment, then mark it used.
• Vendor invoice doesn't add up: the invoice's own lines, freight and tax don't come to its total.
• Vendor bills overdue: owners and managers only.

Staff see what to fix without dollar figures. Owners and managers see the amounts.

The four boxes

Open any of these problems, on To do or by opening the invoice, and you see a row of four boxes, left to right: Vendor invoice, PO, Receiving (RV) and Bill in BridalIQ POS. Each box shows its number, date, vendor, total and how many lines it has.

• A green box with ✓ matches.
• An amber box with ⚠ differs, and says how in plain words, for example "$45.00 more than the PO" or "2 received, 3 billed".
• A red box with ✕ is missing, for example "No receiving yet", or "No invoice yet — received 9 days ago".

The lines between the boxes show which two papers agree. Click a box to open that invoice or PO. Under the boxes, a table lists each style, color and size with the quantity and price on each paper, and the cells that disagree are highlighted. A credit memo not used yet shows as a small tag on the invoice box. If the PO was made from a market order sheet, a Market order box comes first, showing what you wrote at market.

On a phone the boxes stack top to bottom. The rows on the To do list and the Invoices screen carry four small dots in the same order, so you can see what is wrong before you open it. The last box shows the bill the POS keeps: its due date and whether it is open, partly paid or paid. Staff see numbers, dates and quantities, but no dollar figures, and bills are for owners and managers.

Pay a bill

1. Open Invoices › Bills due. Overdue bills are on top.
2. Press Mark paid, pick the day and how you paid (check, ACH, card, cash or other) and the check number. Pay part of it by changing the amount.
3. Press Save payment. Paid by mistake? Press Undo: the payment is kept in the history, marked undone.

For a card payment just pick Card. Never type a card number: the POS doesn't keep one.

The due date comes from the invoice. If the invoice doesn't say, it comes from the vendor's terms (for example "Net 30", set on the vendor), and if there are none, 30 days after the invoice date.

What we owe each vendor

Invoices › What we owe shows every vendor's open invoices by how old they are (0–30, 31–60, 61–90 and over 90 days, in your store's time), less credit memos you haven't used yet.

Send to my accountant

Invoices › For the accountant: pick the dates (last month, this month, this year) and download one file with four spreadsheets: vendor invoices and credits, what you paid vendors, sales by day (counted when the item left the store) and money taken in by day. Email it to your accountant. Bills, payments and this file are for owners and managers only.

If you start using QuickBooks later

Nothing you did here is lost or sent twice. An invoice already marked paid in the POS goes to QuickBooks once, as already paid, and is never sent again.

Once QuickBooks is connected, every check above keeps running, and these are added: Invoice not in QuickBooks, Bill doesn't match the vendor's invoice, Freight doesn't match, Bill date differs from invoice, Bill due date is later than the invoice, Credit memo not in QuickBooks, Statement doesn't match QuickBooks, Possible duplicate bill, Vendor credit not used and Never reached QuickBooks (a receiving with no bill). The fourth box then becomes the QuickBooks bill. See Vendor invoices that come in by themselves.