The Bills & payroll page
Four counts on top: due in the next few days, Overdue, open in the next 30 days, and paid this month. Tabs: Upcoming (open bills due in the next 30 days), All bills and Payroll. A card totals the month by category.
Add a bill
+ Add bill: paid to a vendor or someone else, the category, the amount, the due date, whether it repeats, a reference, notes and the invoice file (PDF, PNG or JPG, up to 10 MB).
- Categories: Payroll, Materials, Subcontractor, Equipment, Insurance, Rent, Utilities, Taxes and Other.
- A bill is Open, Paid or Void.
- Repeats: weekly, every 2 weeks or monthly. Marking a repeating bill paid creates the next one.
Pay, reopen or void
Mark paid asks when it was paid, how (ACH or bank transfer, check, company card, cash, wire, payroll provider or other) and a reference. Undo mark paid reopens it. A paid bill must be reopened before you change its amount or due date.
Void is final: a void bill stays on the list for the record but is never paid or counted. Nobody deletes a bill.
Payroll: tracking only
+ Add payroll records a pay run: the pay date, one total for the whole run, the pay period (optional) and how often it repeats (every 2 weeks to start). The pay run itself still happens in your payroll provider.
Never enter Social Security numbers, bank details or per-employee pay. Asphalt OS has no place for them.
Reminders
- 3 days before each open bill is due (you can choose 0 to 60 days), your office person gets a task and an alert, and an email with the amount.
- An overdue bill is flagged once, with a task.
- Changing a bill's due date, or reopening it, makes its reminder go out again.
Change the reminder on Settings. Seeing bills needs "See bills and payroll totals"; entering and paying them needs "Enter bills and mark them paid".