Bills
Bills are how Geekonomics tracks money you owe to vendors. Where invoices live on the receivable side, bills live on the payable side — every open bill increases your Accounts Payable balance until you pay it.
Creating a Bill
Go to Bills in the sidebar and click + New Bill. Pick a vendor, set the bill date, due date, and add line items. Each line item gets a category (which maps to a GL expense account) and an amount. Save the bill and Geekonomics posts a journal entry: debit the expense category, credit Accounts Payable. The bill shows up as open.
If you tag a line to an inventory item instead of an expense category, the line debits Inventory Asset instead and bumps the on-hand quantity. See Inventory for the full story.
Paying a Bill
Open a bill and click Pay. Choose the bank account paying it, the amount (full or partial), and the date. Geekonomics posts a second journal entry: debit Accounts Payable, credit the bank account. Status flips to paid if the payment covers the bill in full, partial if not. Multiple partial payments are fine — each gets its own JE and its own audit trail row.
Statuses
| Status | Meaning |
|---|---|
| open | Issued, not paid |
| partial | Some payment recorded, balance remains |
| paid | Fully paid |
| overdue | Past due date, balance remains |
| pending | Awaiting approval (see below) |
| cancelled | Voided — only allowed when no payments exist |
A daily cron flips open and partial bills to overdue the morning after their due date passes. You don't have to do anything to keep status accurate.
Approval Workflow
If your company turns on bill approval in Settings, any bill over the configured dollar threshold lands in pending status when created. No journal entry is posted yet. An admin opens the bill and clicks Approve (which posts the JE) or Reject (which sets the bill to cancelled and records the reason). Payments are blocked on pending or rejected bills.
This is the right setting for businesses where the person entering bills isn't the person authorizing them.
1099 Totals
If a vendor is flagged as 1099-eligible, every bill payment posted to that vendor contributes toward their year-end 1099 total. The same goes for direct expense transactions tagged with the vendor. At year end, head to the 1099 page to generate the forms.
What's next
Vendors — the vendor records bills are attached to.