4010 · Bills, invoices and inventory
Bills and bill pay
Autessa Accounting includes accounts payable and bill pay. A bill records the expense when you receive it and what you owe the vendor; Pay with Mercury sends the payment by ACH, check or wire for approval in Mercury, and the payment posts when its Mercury transaction syncs. Vendors carry payment terms and a 1099 flag for contractors.
The problem
Cash-basis bills hide what you owe
If a bill only shows up when it is paid, your books understate what you owe and overstate your runway. Recording the bill when it arrives keeps expenses in the right month, and paying from the same place keeps A/P accurate.
What you get
- New bill: vendor, bill number, bill date, due date, amount and what it was for.
- Entering a bill records the expense now and what you owe in Accounts Payable; paying it moves cash later.
- Pay with Mercury: ACH (1–2 business days, no fee), check (mailed by Mercury, about a week) or wire (same day; Mercury may charge a fee), with a note for the vendor.
- Paying needs the vendor set up as a Mercury recipient and the paying Mercury account mapped to a ledger account.
- A payment Mercury rejects or cancels leaves the bill unpaid, and the bill says so.
- Record a payment made elsewhere with the date paid and the account it was paid from.
- Vendors: name, email, payment terms, and Track for a 1099 for contractors you will file a 1099-NEC for.
- Outstanding, overdue and due in the next 14 days at a glance, and an A/P aging report.
How it works
How does bills and bill pay work in Autessa Accounting?
Add the vendor
Add it once, with terms and the 1099 flag if it is a contractor.
Enter the bill
The expense is recorded in its month, and Accounts Payable shows what you owe.
Pay it
Pay with Mercury by ACH, check or wire, or record a payment made another way.
Payment posts
When the Mercury transaction syncs, the payment posts and clears the payable.
Every option
Bill and payment fields
| Option | What it does |
|---|---|
| Bill | Vendor, bill number, bill date, due date, amount, what it was for. |
| Payment method | ACH, check or wire through Mercury. |
| Pay from | A Mercury checking account mapped to a ledger account. |
| Record a payment | Date paid, amount and the account paid from, for payments made outside Mercury. |
| Vendor | Name, email, payment terms, 1099 tracking; deactivated, never deleted. |
| Void | Void a bill with a reason; a reversing entry keeps the books whole. |
Permissions
Who can do what?
| Role | Can |
|---|---|
| Accountant | Enter bills, add vendors, record payments and void bills. |
| Controller and Admin | Also pay bills from Mercury. |
Connected
How it connects to the rest of Accounting
ACCOUNTING FEATURE
A/P aging
What you owe, grouped by how overdue it is.
ACCOUNTING FEATURE
Mercury sync
Brings in the payment transaction that posts the bill payment.
ACCOUNTING FEATURE
Projects
See each job’s revenue, costs and profit.
ACCOUNTING FEATURE
Multi-currency
Bills in another currency convert at your rate.
FAQ
Questions about bills and bill pay
Can I pay bills from Autessa Accounting?
Yes, through Mercury. Pay with Mercury sends ACH, check or wire payments for approval in Mercury, and the payment posts when it syncs.
Does it track 1099 contractors?
Yes. Mark a vendor Track for a 1099 so contractors you will file a 1099-NEC for are flagged at year end, ready for your tax preparer.
What if Mercury rejects the payment?
The bill stays unpaid and shows that Mercury did not send the payment, so you can check in Mercury and pay again.
100% customizable, code and all
Make Autessa Accounting fully your own.
Use it out of the box, then change anything. Ask Autobot, Autessa’s AI builder, for a new field, screen, report, workflow or agent and it builds it into your copy of the app. Or open the code and edit it yourself. Nothing is locked: the app, its data and its code are yours.
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