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Bills – module overview

The Bills module (receipts / expense slips) is used to record expenses – receipts, slips, fuel receipts, project costs, postage, stamp duty, or other out-of-pocket expenses. Employees add entries with an attachment (scan or photo of the document); the system can optionally fill in data from the image using OCR. Entries go through an approval flow (created → approved / rejected) and can be marked as paid. Everything in one place, linked to projects and accounting units.

Why track bills in the system

A single expense register simplifies approval, reporting by employee or project, and export for accounting. Required attachments (scan of the document) and optional OCR reduce manual data entry. Depending on permissions, you see only your own bills or all bills (module administrator).

What the module offers

  • Bill list – overview with search by description, filters by status, type, employee, and project, sorting, and pagination. Click a row to open the detail.
  • Add bill – new entry via the “Add bill” button: type (Fuel, Project, Post, Stamps, Other), name/description, date, person (responsible employee), project, amount excluding VAT, VAT, currency. For Fuel type: vehicle (plate) and fuel quantity in litres. At least one attachment (receipt scan) is required. Optionally OCR – upload a photo/scan of the document to auto-fill fields.
  • Bill detail – card with basic data, attachments (download), status history (timeline), and comments. Depending on permissions: approve, reject (with comment), mark as paid, add comment or attachment.
  • Export – download the list of bills (according to filters) to a file for accounting or review.

Status workflow

A bill has states: Created, Updated, Comment, Approved, Rejected, Paid. Only entries in Created or Updated can be approved or rejected. Rejection requires a comment. An approved bill can be marked as Paid (if the user has permission).

Accessing the module

In the sidebar menu, select Bills. The submenu offers: Bill list and Add bill. If the module is not in the menu, check in Settings or with your administrator that your tenant has the Bills module license enabled.

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