Vendor Billing Tab: FAQ
Frequently asked questions about the vendor Billing tab: permissions, which expenses appear, Total spent vs. Outstanding, refreshing the tiles, and opening expenses.
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Q: I don't see a Billing tab on the vendor. Why? The Billing tab only shows for users with full accounting access on at least one property. If you don't see it, you don't have accounting permissions, ask an administrator to grant them.
Q: I see the tab but there's no "New expense" button. Viewing expenses and creating them are separate permissions. You have view access but not expense-management permission. An admin can enable "manage expenses" for you.
Q: Which expenses show up here? Every expense linked to this vendor, across all the properties you can access. Each row shows which property it belongs to. It does not include expenses tied to a different, separately-created accounting (AP) vendor record, only this vendor's expenses.
Q: What's the difference between "Total spent" and "Outstanding"? Total spent is expenses that have actually been paid. Outstanding is expenses not yet paid: awaiting approval, approved, awaiting a board decision, or scheduled to pay. Drafts and rejected expenses are not counted in either tile.
Q: The numbers look off, or an expense is missing. The tiles are a live summary from the server. If you just created or changed an expense in another screen, reopen the vendor (or switch tabs and back) to refresh. Only expenses on properties you have access to are included, so a colleague with different property access may see a different total.
Q: When I click "New expense", it already picked the vendor, can I change it? Yes. The vendor is pre-filled as a convenience, but you can change it in the form before saving like any other expense.
Q: Does opening an expense here work differently from Accounting > Expenses? No. Clicking a row opens the exact same expense detail drawer, with the same actions and information. It's just reached from the vendor instead of the expenses list.
Q: Can I edit or approve an expense directly from the list? The list rows are for viewing and opening. All actions (approve, pay, edit, void, etc.) live inside the expense detail drawer, click a row to open it, then act from there.