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Payment request object overview

Understand supplier bills in Sanka, including payables, approvals, due dates, attachments, and disbursement checkpoints.

Last updated: May 29, 2026

The Bill object stores supplier invoices and payment requests. Use it when your team receives a request to pay a supplier, contractor, vendor, or business partner. This reference explains what a bill represents, how it connects to purchase orders and disbursements, and what to check before approving, importing, paying, or updating bills with AI, CSV, actions, workflows, integrations, or manual entry.

What a bill record represents

A bill record represents an amount your team may need to pay. It is different from a disbursement: a bill is the request to pay, while a disbursement is the payment that actually happened. Common fields include:
  • Bill or payment request ID
  • Business partner or supplier company/contact
  • Record owner
  • Status, such as draft, received, approved, rejected, scheduled, or paid
  • Issue date and payment due date
  • Line items, quantity, unit price, tax, fees, currency, and total amount
  • Uploaded invoice file or payment request attachment
  • Related purchase order, receipt, disbursement, expense, journal entry, or accounting export
  • Source details from CSV imports, integrations, actions, workflows, or AI-assisted creation
Bill fields and statuses can be customized by workspace admins. If a status, required field, or option is missing, check object settings and property settings before treating it as a bug.

How bills connect to other records

Bills sit between purchasing and payment.
  • Companies and contacts: the supplier or payment recipient
  • Purchase orders: the original order that caused the bill
  • Items: purchased products or services in the bill line items
  • Disbursements: outgoing payments made against the bill
  • Expenses: employee or company spend that may be reviewed separately from supplier bills
  • Journal entries and accounting exports: finance records created from or associated with the bill
  • Files: uploaded invoice PDFs, receipts, transfer requests, or approval evidence
If a related record is missing from a bill view, check whether the association exists and whether the current view includes the related record section.

Review a bill with AI

Ask AI to review the bill before approving, marking paid, or creating a disbursement.
Sample prompt
/sanka Review this Sanka bill before making changes. Show the supplier, related purchase order, invoice file, line items, amount, tax, currency, due date, approval status, duplicate bill candidates, related disbursements, and accounting export status. Do not approve, mark paid, create a disbursement, or update records yet.
After the review, confirm whether the bill should be created, updated, approved, rejected, associated with a purchase order, or prepared for payment.

Create a bill

  1. Open Bill and click New.
Bill list with new button
  1. Enter the bill details.
Create bill record form
  1. Select the business partner from existing companies or contacts. If the partner is not registered, create the company or contact first.
Business partner selector for bill
  1. Select the owner and add any internal notes.
Bill owner selector Bill description field
  1. Set the status according to your workflow. Status values can be customized from property settings.
Bill status field
  1. Enter the amount. With quick entry, you can enter only the amount. Without quick entry, add line items.
Bill quick entry setting Bill line item section Bill item selection and quantity
  1. Enter the issue date and payment due date.
Bill issue date and due date
  1. Upload the original invoice or payment request file.
Bill invoice file upload
  1. Click Create payment request record.
Create bill action

Expected behavior

When a bill is created successfully:
  • It appears in the Bill object list unless it is archived or filtered out by the current view.
  • The supplier, owner, status, dates, line items, tax, currency, total, and attachment are saved.
  • It can be associated with purchase orders, disbursements, expenses, journal entries, and accounting exports when your workspace uses those records.
  • It may be created from manual entry, CSV import, integration sync, an action, a workflow, or an AI-reviewed draft.
  • It does not automatically mean the supplier has been paid.
Approving a bill and paying a bill are separate steps unless your workspace has a workflow that intentionally combines them. A paid bill should normally have a related disbursement, payment proof, or accounting record that explains how the payment was completed.

Update or archive bills

Open the bill record to update details or status. Bill selected from list Update the record, then click Update. Manage bill record drawer To hide a bill from active views, select the bill and choose Archive. Archive bill action Archived records no longer appear in active lists. Archived bill hidden from list Use the archive view to activate archived bills again. Bill archive view control Activate archived bill action Archiving a bill does not automatically archive related purchase orders, disbursements, files, journal entries, or history.

Troubleshooting

A bill is missing from the list

Check whether the bill is archived, filtered out by the current view, assigned to another owner, or hidden by permissions.

A duplicate bill was created

Compare supplier, invoice number, issue date, due date, amount, currency, attachment, purchase order, and source details. Do not delete or archive either record until the finance owner confirms which one is canonical.

The bill amount does not match the purchase order

Compare quantities, unit prices, tax, shipping, fees, discounts, currency, and partial delivery handling. If the supplier changed the invoice, record the reason before approval or payment.

The bill is marked paid but no disbursement exists

Check whether the workspace uses another payment proof process or accounting integration. If not, create or associate the correct disbursement after confirming the payment actually happened.

A user cannot approve or update a bill

Check module access, object permissions, owner assignment, approval workflow requirements, and whether the user can access related supplier and purchase order records.

Checkpoints

Before paying or marking a bill as paid, confirm the bill, purchase order, disbursement, and payment evidence together.
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Review bill changes

Logs

Search logsAll actionsAll dates
ID / ActionDateTarget / ItemChangeActor
3Reviewed supplier bill2026/05/10 15:10May supplier billChecked PO, invoice file, amount, tax, due date, and duplicatesClaude / Codex
2Approved bill2026/05/10 15:35May supplier billMarked bill approved after matching PO and invoiceSanka user
1Linked disbursement2026/05/10 16:10May supplier billAssociated bank transfer record with the billSanka user

Bills should be reviewed with purchase orders, attachments, approval status, disbursements, and accounting records before supplier-facing or finance-facing updates.

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