Creditor invoices (bills)

A creditor invoice, more commonly called a bill, is an invoice from a supplier that you owe money for. Plumbers, gas safety inspectors, insurers, gardeners and your own staff (if expensed) all generate bills.

Bills in PropLink are first-class records: they have a number, a status, an audit trail, an approval workflow, an attached PDF and a posting to the ledger.

Anatomy of a bill

Receive a bill

There are three ways a bill enters PropLink:

1. Manual entry. A user opens Site → Financials → Creditors → New bill and enters the bill, attaching the PDF.
2. Email-to-bill. A configured email address forwards bills automatically. PropLink parses the attachment and creates a draft.
3. From a work order. When a contractor closes a work order on ContractorPort, the bill they upload becomes a draft against that work order.

Code a bill to ledger accounts

Each line on a bill must be coded to a ledger account. PropLink pre-fills the line item from the work order it relates to where one exists. Otherwise:

1. Open the bill.
2. For each line, choose the ledger account the spend relates to.
3. Pick the tax rate. Most invoices default to standard VAT.
4. Enter the net amount. PropLink calculates VAT and the gross.
5. Save.

The most common account choices are Repairs and maintenance, Insurance, Cleaning, Gardening, Management fee and Utilities.

Submit, approve, post

1. Submit for approval. A draft bill is submitted by the user who entered it.
2. Approve. A user with the Approve bill permission reviews and approves. PropLink posts the bill to the ledger.
3. Schedule for payment. The approved bill is queued in the next payment run.

The bill's History and Notes panel records each step with timestamp and user.

Bill credit notes

Suppliers occasionally issue credit notes for overcharges, returns or duplicate invoices. To record one:

1. Open Site → Financials → Creditors → New bill credit.
2. Pick the vendor.
3. Enter the supplier's credit note number, the date and the amount.
4. Code each line to the ledger account it offsets.
5. Save and approve.

A bill credit reduces what you owe the supplier. PropLink applies it automatically against the next bill from that vendor, or you can apply it explicitly against a specific bill.

Recurring bills

Some bills repeat predictably (insurance premiums, software subscriptions, retained service fees). To set up a recurring bill:

1. Open the supplier and click Recurring bills → Add recurring bill.
2. Enter the template: line items, frequency, day of the month.
3. Choose whether PropLink generates the bill in Draft (for review) or directly Approved.
4. Save.

PropLink raises the bill on each scheduled date.

The supplier statement

The supplier statement under Vendors → supplier → Statement shows every bill, payment, credit and refund for that supplier in chronological order. Useful for reconciliation calls and for preparing year-end vendor reports.

The History and Notes panel

The bill page has a History and Notes panel showing creation, approval, payment, voiding and any credit applications. Each event lists the user, the time and any related amount.