Not using Procure? See the non-Procure Bills articles instead.
What is Bills Feature?
Bills Feature helps Aspire users to efficiently manage all vendor payments and track their current status. This allows the company to spend less time on administrative tasks and focus on growing its business.
Streamline Bill Workflows
Create and make bill payments instantly from the Bills dashboard. Track bills by the due date to ensure you never miss another payment.
Automate Your Data Entry
Forward your bills by email, and our AI assistant will create a draft payment for you. Certain user roles can review, approve, and conveniently make the payment.
Match Bills to Purchase Orders
Link every bill to an approved vendor and, if there is one, the purchase order it bills against, so you only pay for what was approved.
Sync with Accounting Software
Sync bills with your accounting software to simplify reconciliations and close your books faster without manual entry.
Bills Feature Flow
Create & Submit Bills - Aspire users can submit invoices as drafts in the Aspire Bills Dashboard by uploading them in-app, while both Aspire and non-Aspire users can submit invoices by sending them to the designated email address. The bill details are reviewed and finalized by Aspire users before submission.
Approve Bills - Approvers set in your company's bill approval policy review the details of submitted bills to ensure accuracy before submitting them for payment approval.
Approve Bills Payment - Payment approvers review and approve the payment details to trigger the vendor payment. If the bill was already paid with an Aspire card or outside Aspire, it can instead be paid with a card or marked as paid.
Each stage has different user permissions. Click here to learn more about the user roles that can perform the following processes.
Is there a limit on the bill payment amount?
Currently, there is no limit on the amount you can pay using the Bills feature.
Is there a limit on how many bills I can create?
Yes. The number of bills you can create depends on your plan.
What currency can I pay bills in?
You can pay bills in over 50 currencies!
We support invoices in most of the currencies you receive them in. When you fill in the total amount to pay, select which currency you'd like to pay in.
Depending on the source of funds you select to pay in you may be charged SWIFT and FX Fees.
When you select the Source of funds, we will show the amount you will be paying in that currency and what your payee will receive too.
How can I access the Bills feature?
Bills are available on the Aspire web app at app.aspireapp.com and on the Aspire mobile app.
What do the different Bills statuses mean?
You may see various statuses on your Bills dashboard. Here's what they mean:
Status | Definition |
Draft | The bill has been saved as a draft and is currently awaiting submission. |
Pending Review | The bill has been submitted and is pending approval. |
Pending Payment | The bill has been approved, but either the payment approval is pending, or it has not yet been submitted for payment approval. |
Payment Scheduled | The bill has been approved and has been scheduled for payment. The payment will be automatically initiated on the scheduled date. |
Payment initiated | The payment has been initiated for the bill. |
Paid | The payment has been completed successfully for the bill. |
Failed | The payment was initiated but was unsuccessful. Chat with our support team by logging in to your account to understand why the payment failed. |
Cancelled | The payment was rejected. The person rejecting the payment can provide a reason at the time of cancellation. |
Due in | The payment is due in a few days. This is based on the due date mentioned on the bill. |
Overdue by | The payment is overdue. This is based on the due date mentioned on the invoice. |
Who can view, delete, create, submit, and approve Bills
View Bills
Admins and Finance users can view all company bills, including drafts.
Budget Owners can view all bills linked to their budget, including drafts. They cannot view bills for other budgets they are not a part of.
Employees and Budget Members can view bills they created. They cannot view bills created by others.
Delete Bills
Admin and Finance with transfer rights users can delete any bills that are still in draft status.
Finance (submit-only or view-only rights) and Employee users can delete draft bills they have submitted or those present in the Budget they are included in.
Note: Bills can only be deleted if they are in the draft status.
Create and submit Bills
Admin, Finance and Employee users can create and submit bills for approval via the Bills dashboard.
Aspire and non-Aspire users can submit bills by sending them to a unique email ID.
Approve submitted Bills
Submitted bills are approved by the approvers set in your company's bill approval policy. A bill can't be approved until its vendor is approved.
Under the default policy:
Bills linked to a budget can be approved by Budget Owners and Admins
Bills not linked to a budget can be approved by Admins, and Finance Users with transfer or submit transfer permission.
Submit transfers linked to Bills
Bills linked to a budget can be submitted by Budget Owners with transfer rights and admins.
Bills not linked to a budget can be submitted by Admins and Finance Users with transfer or submit permissions.
Approve transfers linked to Bills
The bill transfer approval depends on whether your company has a Transfer Approval Policy:
| Bills linked to a Budget | Bills NOT linked to a budget |
If your company has Transfer Approval Policy | Defined Admin/Finance Users in the policy will approve the bill transfer |
|
If your company does NOT have Transfer Approval Policy | Budget Owner w/ Transfer Rights | Admin |
Pay Bills with a card or mark them as paid
Admins and Finance users with submit or transfer rights can pay a bill with a card or mark it as paid. These don't need transfer approval.
Questions? Chat with us by clicking on the messenger icon at the bottom right of the screen once you are logged in.