Bills
From inbox to paid, in one list
Supplier bills arrive on their own, the right person approves them and you pay them in one go. FinBaze books everything and closes each bill as soon as the payment leaves your account.
14 days free · then from £35 a month + VAT
Harlow Print Ltd
INV-0917
Harlow Print Ltd · INV-0917 · £1,312.50
Getting bills in
Every bill lands in the same place, however it arrives
Whether a supplier emails, a colleague photographs a receipt or you upload a PDF, it all lands in one list, read and ready to check. That's how around 80% of bookkeeping happens on its own.
Your mailbox delivers them
Connect Gmail, Outlook or any other mail account. FinBaze picks new bills out of your email without anyone forwarding a thing.
Harlow Print Ltd
Invoice INV-0917
The AI fills it in
Supplier, amounts, VAT and lines are filled in, with a suggested account.
How the AI books14/10/2026
AI suggestionFuel receipt
7200 · Motor expenses
£42.80
ApprovedA photo is enough
Photograph a receipt in the app or send it on WhatsApp. It lands in your list within a few seconds.
Or forward them
Every set of books has its own email address for bills. Add it to a mail rule or give it to your suppliers.
Or forward them
Bills in euros too
A bill in euros stays in euros and is converted to pounds at the official ECB reference rate.
Approvals
The right people approve before any money leaves
Bills that need a sign-off go into one approval list. You decide who signs at each step, by name or by role, and whether one person or everyone has to agree.
- Approve in several steps, for example the project lead first, then a director
- Per step, one approval is enough or everyone must sign
- Approve or reject with the bill open alongside
Waiting for approval (4)
- Harlow Print Ltd£1,312.50 · Step 2 of 2Open
- BT Business£54.00Auto-accepted
- Viking Direct£204.60 · Step 1 of 2Open
Rules that let small bills straight through
Approvals should stop the big spends, not your broadband bill. A few rules keep routine moving.
Below an amount
Bills under an amount you choose are accepted straight away.
Trusted suppliers
After a number of approved bills from the same supplier, the next ones go through on their own, up to a ceiling.
Rules per supplier
Give one supplier its own limit, for example your regular courier up to £2,000.
An approver role
Give a manager the purchase approver role so they can approve or reject bills.
Your accountant counts
A senior accountant can approve. A junior prepares bills but can't approve them.
No scheme, no waiting
Without an approval scheme, a bill is ready to pay as soon as it's booked.
Paying
Pay everything that's approved in one go
Pay one bill now, or put approved bills into a payment batch, by hand or automatically on set days. You download one overview to enter at your bank, and once the payment leaves your account, FinBaze marks the bills paid.
- Only approved bills can go into a batch
- One overview to enter at your bank instead of typing every account number
- The outgoing payment closes the bill in your books
- To pay £7,140.90
- Scheduled Friday £2,718.40
- Overdue £356.00
Friday 18 Oct
7 bills
Questions about bills
Ask usGet the pile of bills out of your inbox
Try FinBaze free for 14 days. Connect your mailbox, let your first bills arrive and set up one approval step. After that, plans start at £35 a month.