Enter a supplier bill

Use this when: you have one supplier invoice to record. You can type the bill yourself or upload one PDF for AI extraction. You need Bills access and an active company; select the correct Reckon company file before pushing. Reckon Accounts Hosted is required for bill push. A disconnected user can still save a draft; a Reckon One connection does not enable bill push.

Enter and check the bill

1. Open Bills → Enter Bill. Check the company selected in the sidebar and the company file. If Reckon lists fail to load, use the banner's Retry control; you can type values manually when Reckon is disconnected.
2. For PDF entry, drop a bill PDF into Upload a bill PDF, or select Choose File. This single-entry area accepts one PDF at a time, up to 20 MB on the extraction endpoint. Alternatively, leave the upload area unused and fill the form manually. For several PDFs, use Bulk Upload; for a PDF containing several invoices, use multi-page review.
3. Wait for extraction and inspect every field against the invoice and its PDF preview. Coloured confidence indicators describe AI certainty, not correctness; low-confidence fields especially need checking. If extraction fails, check the file and connection, clear it and try again, or type the bill manually. Do not assume extracted coding is correct.
4. Choose Supplier / Vendor. Search existing Reckon suppliers or type a name. Where Reckon is available, choose Add as new supplier to create a genuinely new supplier in Reckon; simply typing a name does not itself create one. If the AI matched a different supplier, check the match against the PDF; the displayed AI extracted name can be selected instead. If creating a supplier fails, check the error before continuing.
5. Enter Bill Date (invoice date), Amount Due (invoice total in AUD), and expense lines. These are required: each line needs an account and an amount, and all line amounts together must equal Amount Due to within one cent. Add Due Date, Reference / Invoice No., and Memo as applicable. Date inputs may display according to the browser, but dates in these examples are DD-MM-YYYY.
6. Check account, tax code and any class on each expense line; code bill expenses explains splits and GST. If a supplier has recent Reckon bills, expand Recent bills and use Use this only when you want its account and tax coding. It does not copy that bill's supplier, reference, dates, amount or memo. The search covers at most five bills in the last 30 days, newest first; older bills are not searched. Continue can resume a failed/incomplete search.
7. Choose Save Draft Only if connected, or Save Draft if disconnected, to keep the bill in BookFlo without sending it to Reckon. If Accounts Hosted is available and you have checked everything, choose Push to Reckon Accounts Hosted. Watch the push dialog and any duplicate warning; never assume an uncertain response means the bill was not recorded.

Example: For fictional Wattle Office Supplies, enter Bill Date 15-09-2026, Reference / Invoice No. WOS-0915, Amount Due AUD 220.00, and a single AUD 220.00 expense line with the appropriate account and tax code for your organisation. Check the PDF before saving. Save Draft Only makes a draft visible in Bill History, not a Reckon bill.

Long invoice references: Reckon's reference field is limited to 20 characters. A longer BookFlo reference is shortened when pushed; check the resulting Reckon reference and retain the original invoice. Do not assume the full reference will be searchable in Reckon or use a shortened match alone as proof of a duplicate.

If something is blocked: A blank supplier, missing bill date, invalid total, uncoded line or unmatched line total must be corrected before saving. A company/file change during processing may leave a draft under the original selection rather than push to the new one; switch back and inspect history. For Reckon list or connection problems see Reckon troubleshooting. See due dates and safe pushing before posting.