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Mark a bill paid

Record the date a bill was paid and your payment reference, either from the Payments page or from the link accounts payable gets by email.

In the app:Payments

On this page

Marking a bill paid closes its trip through Conduit TEM. Your team or your accounts payable (AP) contacts record the payment date and a reference, and the bill moves to the Paid tab on the Payments page.

Only bills that are Approved for payment or Sent to AP can be marked paid. A bill still awaiting approval has to be approved first. See Payments and the handoff to accounts payable.

Mark a bill paid from the Payments page

Owners, admins and Finance can do this.

  1. Go to Payments and open the Approved or With AP tab.
  2. Select Mark paid on the bill.
  3. Set Paid on to the date it was paid (today is filled in).
  4. Optionally enter a Reference, such as a cheque number or an EFT confirmation (up to 120 characters).
  5. Select Mark paid.

The bill moves to the Paid tab and shows "Paid date · reference your reference". The activity log records who marked it paid.

Mark a bill paid from the AP email

AP contacts don't need a Conduit TEM account. Each approved bill reaches them by email with a Mark as paid button. If you use the morning digest, each bill in it has its own link.

  1. Open the link from the email. The page shows the vendor, invoice number, amount and due date, and says which organization approved the bill.
  2. Set Paid on, and optionally a Payment reference.
  3. Select Mark as paid.

On the Payments page, the bill then shows "recorded by accounts payable" next to the date and reference.

The link works for 90 days and only for that one bill. When it's opened again later, the page says:

  • Marked paid on… with the reference, and "Nothing more to do", once it's paid;
  • This bill was put on hold after it was sent. Please don't pay it until you hear otherwise., if someone put it on hold;
  • This link has expired or isn't valid, after 90 days or if the link was mistyped.

If a link has expired, select Send to AP again on the bill (With AP tab) to email AP a fresh one.

Things to know

  • A bill is marked paid in full, with one date and one reference. Partial payments aren't recorded.
  • Once a bill is paid it can't be put on hold or marked paid again.
  • Payment status lives on the Payments page. Your accounting system isn't updated automatically, so use the finance app exports if you book bills there.