Creating a Payable

Track bills and upcoming payments in Officaid so you never miss a due date.

Stay on Top of Your Bills

Never miss a bill again. Payables help you track what you owe so you can stay on top of payments and avoid late fees.

What is a Payable?

A payable is money your business owes but hasn't paid yet. Unlike expenses (which are already paid), payables track upcoming payments such as:

Bills from suppliers
Employee claims awaiting reimbursement
Rent, subscriptions, and recurring costs

Already paid for something? Record it as an expense instead. → Recording an Expense

Steps

1 Go to Finance → Expenses → Payables.
2 Click Add New Payable in the top right corner.
3 Fill in the payable details.
4 Upload your bill or receipt (optional).
5 Click Add Payable to save.

Understanding the Fields

Here's what each field means:

Vendor/Payee — Who you owe (select from the list or click + Add New to create one)
Amount — How much you owe
Bill Number — Reference number from the vendor's invoice (optional but useful for tracking)
Date — When the bill was received
Due Date — When payment is expected
Taxable — Toggle on if tax applies, then select the Tax rate
Category — The type of expense (e.g., Office Expenses, Rent)
Receipt — Upload or drag and drop the bill or invoice

Adding a Bill Number makes it easier to match payments with vendor invoices later.

Payable Statuses

Officaid tracks payable statuses automatically:

Due — Payment is upcoming (shows days until due)
Overdue — Payment is past the due date (shows days overdue)
Paid — Payment has been recorded

Use the status filters on the Payables tab to quickly see which bills need attention.

Recording a Payment

Once you're ready to pay a bill:

1 Open the payable you want to pay.
2 Click Record Payment.
3 Select your Payment Account.
4 Enter the payment amount.
5 Click Add Payment to save.

You can record partial payments if you're paying a bill in instalments.

Employee Claims as Payables

When employees submit claims, Officaid automatically consolidates them into payables. If an employee submits multiple claims throughout the month, they're combined into a single payable due at month-end.

For example, if an employee claims $100 on 12 Dec and another $100 on 24 Dec, you'll see one payable of $200 due on 31 Dec.

Find out more about managing claims → Employee Claims

Frequently Asked Questions

Can I view all payables for a specific vendor?

Yes. Go to the Vendors tab and click on a vendor to see their details page. You'll see a breakdown of payables by status (Overdue, Due, Paid) and the total spending.

Can I record a payment in a different currency?

Yes. If the payable is in a foreign currency, you can enter the conversion rate when recording the payment. Officaid will calculate the amount in your default currency.

What happens when I pay a payable?

The payable status changes to Paid and the payment is recorded against the selected payment account. This updates your financial records automatically.

What's Next?

Recording an Expense for payments you've already made
Managing Vendors to organise who you pay
Payable Aging Reports to track outstanding bills over time

expenses payables bills tracking