Bills inbox
Bills inbox
Bills inbox reads supplier invoices that arrive in mailboxes you chose for accounting, and turns them into draft bills in Bills. Clean invoices from approved senders become draft bills by themselves. Anything unclear waits for a person, with the reason in words.
In the sidebar under Money → Bills inbox. MaxSuite only reads these mailboxes: nothing in them is moved, deleted or marked as read.
The Bills inbox screen
The page has three tabs.
Needs you
What waits for a person, grouped by reason, with a count per reason. The reasons are:
- A new supplier: the invoice names a supplier you have not set up. Choose Make supplier or It's new — file it, or Book supplier to this company when the supplier exists but is not booked to this mailbox's company.
- A possible duplicate: it looks like a bill you already have. File it anyway if it is not.
- Check sender: an email from a sender nobody approved. Approve the sender to read it now. Their later invoices then file themselves.
- Not clearly a bill: say what it is: It's a bill, It's a paid receipt, a credit note, a statement, or not money at all.
Each item shows what was read, the entry it resembles, its email and its history. You can also drop an item. With nothing waiting, the tab says Nothing waits for you.
Filed
Invoices that became draft bills, each with its email and file and an Open the bill link. A bill drafted with no press shows Drafted from email, not yet checked until a person checks it. One filed by hand shows Filed by a person.
Mailboxes
Which connected mailboxes are read for accounting, for which company and optionally which project, from which folder, with their health and last mail.
- Read a mailbox for accounting adds a mailbox you can already read in Mail. Only mail arriving from then on is read. Forwarding's receipts switch is turned off on that mailbox, so nothing is read twice.
- Change a mailbox's company, project, folder or label, or pause it.
- Read the last 30 days once goes back over the past month through the same checks. You can do this at most once a day per mailbox.
- Who may send lists the senders allowed to send invoices: the organisation's people, confirmed own addresses, and approved suppliers. Add own address adds one of your addresses; you confirm it with a code (Confirm code).
- Stop reading a mailbox. Bills already drafted stay.
Who can do what
| Permission | Lets you |
|---|---|
billsinbox:read — See the bills inbox and what came in | Open the page, see what came in, what was filed and who may send. |
billsinbox:manage — Choose mailboxes and approve senders | Add, change, pause and remove accounting mailboxes, read back 30 days, approve senders. |
billsinbox:decide — File, drop or sort what waits in the inbox | Settle what waits under Needs you and Check sender. |
What happens on its own
| Job | When | What it does |
|---|---|---|
sweep | Every minute | Reads new mail in each accounting mailbox that is due, as the mailbox's owner. Clean invoices from approved senders become draft bills. Duplicates, new suppliers, unknown senders and unclear documents go to Needs you. |
purge | Every day at 03:17 UTC | Deletes this module's copies of mail that became nothing, and Check sender items nobody answered, once they are older than 30 days. |
The number of items waiting under Needs you is also given in your digest.
Needs
Nothing else has to be switched on, but you need a mailbox connected in Mail, and Bills to receive the drafts.
What agents can do
Read (read-only): mailboxes, candidates (connected mailboxes not yet read for accounting, and the companies to choose from), senders, items, item.
Set up: addMailbox, updateMailbox, removeMailbox (destructive: stops reading; drafted bills stay), readBack (last 30 days, once a day), approveSender.
Decide:
suggest: leave a note or a suggested supplier, project or kind on an item for the person deciding. Changes nothing filed.decide: file, drop, say what kind it is, make the supplier, or book the supplier to this company.