Bills

What is a bill and how is it different from an invoice?

An invoice is a document you send to your customer to collect payment. A bill is an internal record of what you owe a vendor or supplier. Bills track your outgoing costs and help you manage vendor payments in one place.

How do I create a bill?

Three ways: manually by entering vendor details and line items; automatically from a quote, which pre-fills vendor details and pricing; or from an existing invoice, which links the supplier cost to the customer billing document.

Can I attach multiple line items to a single bill?

Yes. A bill can hold multiple line items — for example accommodation, transfers, and activity fees. Each item has its own status, due date, and payment history, so you can track them independently.

How do I record a payment made to a vendor?

Open the bill and go to the payments section. You can record a payment against the whole bill or a specific line item. Enter method, date, amount, and optional proof. It's recorded as pending until confirmed.

Can I pay a vendor directly using the Triply wallet?

Yes, if your business has a Triply wallet. Wallet payments trigger the approval workflow — a designated approver must authorise the payment before funds are released.

What is the approval workflow for bill payments?

When a wallet payment is initiated against a bill item, the bill enters Pending Approval. The designated approver is notified and must approve or reject it. If dual approval is required, two approvers must both act. Once all approvals are granted, the payment is released and the bill item updates.

Can I require dual approval for high-value payments?

Yes. Bills can be configured so two independent approvers must both sign off before a wallet payment processes — typically for high-value vendor payments needing an extra control layer.

How do I track which bills are coming up for payment?

The bill listing filters by timeline — Upcoming (future due dates), Due (overdue or due today), and Past (paid or past due) — and you can combine this with date range, status, and agent filters.

Can I attach supporting documents to a bill?

Yes. Documents such as booking confirmations, proforma invoices, or vendor receipts can be attached to a bill or to individual items, keeping paperwork against the correct record.

Can I generate a PDF of a bill?

Yes, from the bill record at any time. For hotel bookings, a hotel voucher can also be viewed and downloaded separately.

What happens if I need to cancel a bill item?

Cancel it directly from the bill record. Cancelling removes it from your outstanding obligations and updates the bill totals.

Can I link a bill to both a quote and an invoice?

Yes. A bill can reference both the quote it came from and the invoice it's associated with — giving you the customer-facing document, the internal cost record, and the original quote, all linked.

Can I update a bill item after creating it?

Yes, before it's fully paid. Update the description, vendor, amount, due date, or attached documents — for example if a vendor revises pricing or corrects an error.

What happens if an approver rejects a bill payment?

The bill item returns to its previous unpaid state, and the approver can record a rejection note explaining why. The business user can then fix the issue — such as the amount or method — and resubmit for approval.

Can a bill be partially paid across different payment methods?

Yes. Record multiple payments against the same bill using different methods — for example part by M-Pesa and the rest by bank transfer. Each is logged separately with its own method, date, and proof, and the bill status updates as payments are confirmed.