Supplier bill managementSupplier bills that file themselves.
Every company in FocalHQ gets its own inbox address. Forward a bill to it, or upload one, and it lands in payables with the supplier, amount and due date already filled in.
Executive summary
Where the business stands
Invoiced
€412,700
This year
Collected
€316,290
76% of invoiced
Spend
€184,050
Bills + expenses
Withdrawals
€36,000
Owner movements
Cash movement
Data quality
- Unmatched bills3
- Missing VAT codes1
- Clients without currency0
How a bill gets from the inbox to paid.
- 1
Send it in
Forward the supplier's email to your company's FocalHQ address, or upload the PDF or a photo of the bill.
- 2
It's read for you
FocalHQ extracts the supplier, bill number, dates and amounts from the document, so nobody types them in.
- 3
It's matched to the supplier
The bill is matched to an existing supplier by VAT code, then by name. If neither fits, it waits in a short queue for a person to decide.
- 4
Pay it on time
The bill sits in payables by due date. Mark it paid when the money leaves, and the week ahead updates.
Bill tracking
Every bill has a status, and the status comes from the date.
Payables are sorted the way you actually think about them: what's late, what's due this week, and what can wait. Statuses are worked out from the due date each time you look, so they're never stale.
Overdue
Past its due date and not marked paid. The first thing to deal with.
Due soon
Due within the next seven days, so you can plan the week's payments.
Scheduled
Due later. Visible in the 30-day view, out of the way until then.
No due date
Bills that didn't state one, kept apart so they don't slip through.
Paid
Marked paid, with the date, and kept with the supplier's history.
Needs attention
Bills that couldn't be matched to a supplier, waiting for someone to confirm.
Supplier matching
One supplier, however they spell their name.
The same supplier can appear as “Acme GmbH”, “ACME Gmbh.” and “Acme” on three bills. FocalHQ matches on the VAT code first, because it is the one identifier that doesn't change, and then on an exact, normalised version of the name.
When neither matches, the bill is left unmatched rather than guessed. FocalHQ may suggest a likely supplier, but a person confirms it. That way the supplier list doesn't fill up with near-duplicates, one typo at a time.
Each supplier keeps its full history: every bill, its amount in the original currency, and what has been paid.
- VAT code firstThe reliable key
- Exact name secondNormalised, including known aliases
- A person decides the restSuggestions are never applied on their own
Your command center
Jump into daily tasks, operations, and insights.
Receivables
34 open
Payables
€41,900
Expenses
€4,930
Vacations
2 off today
Face ID unlock · push when a bill lands
Accounts payable software for a small team
Payables without an approval maze.
Accounts payable software is often built for finance departments, with approval chains, purchase orders and three-way matching. FocalHQ is built for the owner or operations lead who pays the bills themselves and wants to stop finding them late.
When a bill arrives, you get a push notification on iPhone with the supplier and due date. The dashboard shows what's due in the next 7 and 30 days, next to what clients owe you from your invoices, so you can see whether this month's payments are covered.
The money that isn't a bill or an invoice — taxes, salaries, fees, owner withdrawals — goes in cash flow, so the whole month has a place. Supplier bills are part of the Business plan; see pricing.
Questions
Supplier bills in FocalHQ, answered plainly.
How do supplier bills get into FocalHQ?
Each company has its own inbound email address. Forward bills to it, or ask suppliers to send them there directly. You can also upload a PDF or a photo by hand.
What does FocalHQ read from a bill?
The supplier's name and VAT code, the bill number, issue and due dates, and the amounts. You can correct anything it got wrong.
What happens if the supplier isn't recognised?
The bill stays unmatched and appears under needs attention. A person picks the right supplier; FocalHQ never creates suppliers on its own.
Does FocalHQ pay the bills?
No. FocalHQ doesn't connect to your bank. You pay as usual and mark the bill paid, which keeps the due list accurate.
Do e-Factura invoices from suppliers arrive automatically?
Not today. Supplier bills come in by email or upload. Sending your own invoices to e-Factura is supported for Romanian companies.
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