Adding a bill to Settle is simple and can be done in one of three ways:
This article will cover each of these options.
Adding a bill with Settle Inbox
Each business account created on Settle will have a unique Settle Inbox email address assigned to it upon account creation. This email address can be found at any time in the upper righthand corner of most Settle account pages:
Simply click on the box, and the email address will be copied to your clipboard.
Send or forward any email containing 1 or more invoice attachments to your Settle Inbox email address.
In your account, you’ll see the Inbox menu item. The notification badge will update when you receive a new email.
Invoices sent to your Settle Inbox must be reviewed before they’re added to your general list of Bills. Simply navigate to the Inbox page, select a message and attachment, and click Create new bill.
After selecting Create new bill you can update or edit any invoice details.
Attachments converted to bills will now show up in your Bills menu and can be scheduled for payment.
Tip: We highly encourage you to share your Settle Inbox email address directly with anyone who might be billing you. This way, you won’t need to take the extra step of forwarding the email to yourself.
We currently support these file types:
PDF, PNG, JPEG, JPG, CSV, RTF, plaintext, msword, excel, openxml spreadsheets, openxml documents, opendocument spreadsheets, opendocument text
Inbox bypass rules to auto-create an invoice
You can also input an email address that your Settle inbox will know to auto-convert emailed invoices to Bills. With your bypass rules, your Settle inbox will convert received emails directly to bills. To setup a bypass, follow these steps.
Head over to Settings >> Accounts Payable.
In the Inbox Automation dropdown, input any email(s) that should bypass the inbox and convert to bills. These emails can be from internal teams such as accountspayable@company.com or can be your vendor emails. This allows you to give your inbox email to vendors and you'll rest assured those emails can be auto-converted to bills.
Click Save.
Note that any invoices converted to bills via the bypass rules will still be passed through your approval workflows, if you have bill approvals setup. If an invoice is auto-converted to a bill that may be a duplicate, you will also still see it flagged as a potential duplicate when viewing the bill.
Importing a bill from QuickBooks Online or Xero
Note: You'll need to set up your QuickBooks Online/NetSuite integration before following these steps.
Click the Add Bill button (top right of the screen).
Click Import from...
Select the open or historical bills and click Import.
Note. Want to add Financing (Extended Payment Terms (EPT) on a bill? Click here for instructions.
Adding a bill manually
Click the Add Bill button (top right of the screen):
Drag and drop an invoice file to the box shown below, or select Browse to upload.
Once you have uploaded an invoice file, Settle will create a bill, automatically parse through and populate this information in the invoice details. You will receive an email once the bill is ready to be scheduled.
Note. You can also add POs, Shipping receipts, Vendor credit memos, and W-9/W8 tax forms from this menu.
FAQs
Once an invoice is uploaded, do I need to enter line items, or can I just add a total invoice amount?
If you have an accounting integration connected, line items are required. You can enter individual items or, at minimum, a single line item that matches the total invoice amount.
When data is added to the memo field, does it sync to QBO?
Yes, it does. The information entered in the memo field will sync to QuickBooks Online.