Payables

A bill is an expense you have not paid yet. An expense records money that left; a bill records what you owe a vendor, by when. Payables gives you vendors, bills, approval, bill payments (with the withholding tax you deduct), a payment run and an aging view of what is owed.

Payables is available from the Growth plan. The menu appears under Expenses once your plan includes it.

Vendors#

Step 1. Go to /[company]/payables/vendors and click New vendor

Step 2. Fill in:

• Name — must be unique in your workspace
• Accounts email and Phone
• Tax ID (TIN) — needed for the withholding tax you deduct
• WHT we withhold (%) — pre-filled on every bill from this vendor (e.g. 5)
• Payment terms — pre-fills the due date on their bills
• Default expense category
• Bank, Account name, Account number — shown on the payment run

Step 3. Click Add vendor

What you'll see: the vendor row with TIN, WHT rate, bill count and the balance you owe. Click the name for their page: balance tiles, recent bills, bank details and a New bill button.

Note: A vendor with bills cannot be deleted — deleting it marks it Inactive instead so the history stays intact.

Record a Bill#

Step 1. Go to /[company]/payables/bills and click New bill (or New bill on the vendor page)

Step 2. Pick the Vendor. Their WHT rate, payment terms and category fill in.

Step 3. Enter Their invoice number and what the bill is for

Step 4. Add lines — description, quantity, unit price, tax %

Step 5. Check the Bill date, Payment terms / Due date and Currency. The WHT we withhold field shows what you will deduct when paying.

Step 6. Click Save draft

What you'll see: the bill page with our number (BL-0001), the vendor's reference, the lines, and totals including Pay the vendor (net of WHT).

Submit and Approve#

Bills follow the same approval rule as expenses.

Step 1. On a draft bill click Submit for approval

What you'll see: the status becomes Awaiting approval — or Approved straight away when the bill is under your auto-approve threshold, in which case the approver is recorded as the system.

Step 2. An accountant or admin opens the bill and clicks Approve or Reject (with a reason)

Important: You cannot approve a bill you submitted yourself. Leadboard refuses with "You cannot approve a bill you submitted." — a second person must sign off.

A rejected bill can be edited and resubmitted. An approved bill is locked; to change it, Void it and raise a new one.

Record a Bill Payment#

Step 1. On an approved bill click Record payment (accountant or admin)

Step 2. The modal pre-fills Cash paid as the amount due less the WHT still to withhold, with Withhold X% WHT switched on. Adjust for a part payment.

Step 3. Enter the Date, Method and bank Reference, then click Record payment

What you'll see: the totals show Paid and WHT withheld; the status becomes Partially paid or Paid. The bill settles when cash paid plus tax withheld equals the total.

The WHT you withhold is money you owe the tax authority. It appears on the Payables overview as WHT withheld to remit and in Finance reports → VAT & WHT.

Payables Overview#

Go to /[company]/payables for:

• We owe, Overdue, Due this week, Awaiting approval, WHT withheld to remit
• Who we owe, by age — every vendor bucketed current / 1–30 / 31–60 / 61–90 / 90+ days; click a row to see the bills behind it

Approved bills past their due date are marked Overdue by a nightly job.

Payment Run#

Select the approved bills you want to pay by a date and pay them in one go: each bill gets a payment for its amount net of WHT, all sharing one run reference. This is available to your AI assistant and the API today (bills/payment-run/); the screen for it is coming.

Limits and Roles#

• Bills count toward bills this month; vendors toward vendors on your plan. Reading is never limited.
• Marketers and accountants add vendors and draft bills; sales reps can read. Approving, rejecting, voiding and recording payments is for accountants and admins.