# Vendor Bills

Instead of typing in every vendor invoice by hand, you can upload an image or PDF and let the system read the details for you. It pulls out the vendor name, invoice number, date, line items, and amounts -- you just review and confirm.

## How It Works

When you upload a vendor bill (a photo, scan, or PDF), the system uses AI to extract the key information from the document. It identifies the vendor, invoice number, date, and line items with amounts. You review what it found, assign a project and cost code, make any corrections, and save. The bill is then created and ready for payment tracking.

This works with most common invoice formats -- printed invoices, emailed PDFs, even photos of paper invoices taken with your phone.

## Steps

1. Go to **Vendor Bills** and click **Import Bill**.
2. Upload the file -- drag and drop or click to browse. Accepted formats: PDF, PNG, JPG, JPEG.
3. Wait a few seconds while the system reads the document.
4. Review the extracted information:
   * **Vendor** -- the system tries to match it to an existing vendor in your list. If it is a new vendor, you can create one.
   * **Invoice Number** -- pulled from the document.
   * **Invoice Date** and **Due Date** -- pulled from the document.
   * **Line Items** -- each line with a description and amount.
   * **Total Amount** -- the invoice total.
5. Assign each line item to a **Project** and **Cost Code**.
6. If the invoice references a **Purchase Order**, link it here.
7. Correct anything the system got wrong (misread numbers, wrong vendor match, etc.).
8. Click **Save** to create the bill.

The bill now appears in your accounts payable and feeds into your project cost reports.

![import vendor bill review (step 1)](/files/c6kGwqBjsz0njxruiQI8)

![import vendor bill review (step 2)](/files/dKTpvgqXEb2F5xrm9UlH)

![import vendor bill review (step 3)](/files/njD5tlpvDVsB60PQEnhF)

![import vendor bill review (step 4)](/files/5rMhbfLBCNpJ2wrmCKlr)

![import vendor bill review (step 5)](/files/nv5DB15w0SGr0GPu39cJ)

![vendor bill list](/files/fP6Tr925aP3kSOyiPaCt)

## Related Pages

* [Purchase Orders](/project-management/proforge-core/importing-vendor-bills/purchase-orders.md) -- link vendor bills to POs
* [Accounts Payable Report](/project-management/proforge-core/reports/accounts-payable.md) -- track outstanding vendor bills
* [Job Cost Report](/project-management/proforge-core/reports/job-cost-report.md) -- vendor costs appear under the assigned cost code


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