Check every bill
before you pay it.
UpChannels Bills records what your vendors bill you and what you pay them. A bill for a purchase order is matched line by line to what you ordered and what you received, so a price change or a short shipment is caught before you pay it, and rent, power and insurance go to their own accounts.
Every bill, checked against the order and the receipt
Finance → Bills, on Pro and Premium.
From the receipt,
not a blank form.
Press Create bill on the purchase order in Procurement, or on its row under Received not billed, and the bill fills in from the receipt: each line that came in at the order’s cost, and the order’s freight, fees and tax. A matching invoice needs no changes; where the vendor’s invoice differs, type what it says.
Each difference
is yours to decide.
Every line that differs from the purchase order is flagged and asks what to do. Accept the difference and the store owes what the vendor billed; hold the line and the bill owes what the order booked and cannot be paid until you settle it; short-pay it and the store owes only what the order booked.
Rent and insurance,
set up once.
A bill for rent, power, insurance or software goes line by line to its category — Rent, Utilities, Insurance, Professional services, Advertising, Software & subscriptions, Taxes & licenses — and shows on the Profit & Loss and in the Expenses Report. A recurring bill makes each one before it falls due.
What falls due,
and what you paid.
Due lists what you owe that falls due soon, past due first. Open a bill and Record payment: the amount, the day it was paid and how — check, bank transfer, card, cash or other. The payment comes off Accounts Payable and Cash on that day, and the bill reads Partly paid or Paid.
What you owe,
by how late it is.
Aging reads Accounts Payable at the end of any day and splits each vendor by how far past due it is, with what was received and not billed beside it, so its total is the balance on your books. Vendor statement lists one vendor’s bills and payments over a range with the running balance: the PDF to have open when the vendor calls.
The purchase orders from before Bills
A delivered purchase order is booked as owed to its vendor until a bill covers it. Orders from before Bills, and any whose bill was never entered, keep showing as owed, so the balance sheet can show more owed than you owe. The owner's No bill recorded tab lists them oldest first, with the last 30 days' deliveries kept apart because their invoice is usually on its way.
For each one the owner chooses Paid on… — the day it was paid, how, and the vendor's bill number, recorded as a bill and its payment — or Never owed… with a reason, written off Accounts Payable on the delivery day. Nothing is changed for you: only the owner settles these, one at a time.
What Bills does not do
- It records the payments you make. It does not send money to vendors: there is no online bill pay and no check printing.
- It does not read invoices for you. Type what the vendor’s invoice says, and attach it as a JPEG, PNG, WebP or PDF of 10 MB at most.
- A recurring bill repeats the same lines and amounts. A bill that changes every month, like power, is edited before you pay it.
- Only the owner and managers record, approve, pay and void bills. Staff see bills only where the store shows them cost.
- Pay is never a bill: wages go through pay runs.
- A cash payment comes off your books’ Cash. It is not a drawer paid-out, so Cash Close does not see it.
Bills and payables questions, answered
What is a three-way match, and does UpChannels do one?
What happens when a vendor bills for more than we received?
Does a bill for a purchase order count the goods twice?
Can I pay vendors through UpChannels?
Can rent and other monthly bills be set up once?
What about purchase orders delivered before we started using Bills?
Which plans include Bills?
Bills & Payables is one part of UpChannels
UpChannels Bills & Payables is accounts payable for small retailers and service businesses, on the Pro and Premium plans: vendor bills created from a purchase order and matched line by line to what was ordered and what was received, with every difference accepted, held or short-paid before it is paid; bills for rent, power, insurance and other running costs booked to their categories; recurring bills made before they fall due; payments recorded on the day they are made, ready for bank reconciliation; and bills due, accounts payable aging by vendor and vendor statements, exported or emailed. It records payments; it does not send money to vendors.
UpChannels is an all-in-one platform for small retailers and service businesses — sales, inventory, customers, scheduling, delivery, payments and finance in one system — and a real team that builds your website, runs your ads, and automates the busywork. The parts below share one set of records, so there is no integration to wire up between them; the pricing page shows which plan includes each one.
The product moves faster than this page. UpChannels ships updates most weeks, so a description here can lag what is already in the software. Where the two disagree, the running product is the current version — tell us if you find one and we will correct the page.
Ready to upgrade your
retail business management?
Start your free trial today. No credit card required.
One system for the counter, the schedule, the truck and the books — and a team that will build the website, run the ads and take the busywork off you if you would rather not do it yourself. Start with the trial, or have us walk you through it first.
