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How to keep track of supplier bills

Finances → Expenses → Supplier bills. Record what you owe suppliers with a due date, see what is due this week, and mark a bill paid once you have paid it.

Updated 2026-10-25

Know what the business owes before it is late, e.g. $240.00 to Plumb Co due on the 20th. Otto does not pay bills: you pay them as you do now (bank, card, check), then mark them paid here. Supplier bills are for someone who manages the business and whose position sees money.

Where

Finances, in the Operations group of the menu → the Expenses tab → Supplier bills.

Steps

  1. Press Add bill.
  2. Type who it is From, the Amount, Their bill number if it has one, the Bill date and when it is Due.
  3. Pick a Category. If the bill is for a stock purchase order, pick it under For purchase order, e.g. PO-0007 · Plumb Co.
  4. Press Save.
  5. Once you have paid it, open the bill, set Paid on and How, and press Mark paid.

What you see

  • Three figures at the top: what is owed, what is due in the next 7 days, and what is overdue.
  • Owed lists every unpaid bill, soonest due first. Due this week shows only the ones due in the next 7 days and the overdue ones. Paid lists the bills you have marked paid.
  • An overdue bill is marked Overdue; one due in the next 7 days, Due soon.

What happens next

Marking a bill paid records one expense, dated the day it was paid, with the bill's supplier, amount and category. It counts in the profit and loss once, in the month you paid it. Marking it unpaid again removes that expense.

Good to know

  • A bill marked paid cannot be changed or deleted: press Mark unpaid first.
  • "Today" and "this week" are your business's own days, in its time zone.

If it doesn't work

  • "Supplier bills are the whole business's: only someone who manages it records them." Ask someone who manages the business.
  • "The due date is before the bill's date." Check both dates.
  • "A bill can't be dated in the future: the due date can be." The bill date is the day the supplier sent it.
  • "The expense this bill wrote is billed to a client on an invoice, so the bill stays paid." The expense is on a client invoice, so it stays as it is.