Bills & Expenses

Managing the Outflow

Revenue tells half the story. The other half is what leaves your accounts. Kantivo gives you a clear picture of both directions, ensuring you always have an accurate read on your financial position.

Bills (Accounts Payable)

Log invoices received from vendors
Monitor due dates and payment terms
Queue payments in advance
Apply partial payments against open balances
Review A/P aging organized by vendor
Handle vendor bills in foreign currencies

Expenses

Capture immediate expenditures
Sort by spending category
Link receipts and supporting notes
Allocate costs to projects or clients
Flag expenses eligible for reimbursement
Reconcile credit card activity

Understanding Bills vs. Expenses

Bills represent obligations - amounts owed to vendors that have not yet been settled. They appear as liabilities and increase your accounts payable balance.

Expenses capture completed payments - funds that have already been disbursed. Record these for point-of-sale purchases, credit card transactions, and cash outlays.

Anticipate Your Cash Needs

View pending obligations organized by timeframe. Kantivo surfaces bills coming due this week, the following week, and further out, giving you the foresight to manage liquidity. Payment deadlines stop being surprises.

Centralized Vendor Records

Consolidate every vendor's contact information, preferred payment terms, and transaction history in a single profile. When you log a new bill, selecting the vendor automatically applies their established terms.

Receipt Scanner Integration

Scan a paper receipt or vendor invoice and Kantivo extracts the key details automatically. From the review screen, assign the document to a vendor, then convert it into a bill or expense entry with a single click. The original file stays attached so you can pull it up whenever you need proof of purchase.

AI-powered data extraction identifies vendor name, date, and amount
Smart vendor dropdown lets you link or create vendors during review
View original scanned files from the Bill detail page or Transaction register
Dedicated Bill Number column in Vendor Activity keeps payables organized

Pay Bills by Check

When you record a bill payment and choose "Check" as the method, Kantivo opens the Write Check module pre-filled with the vendor's name, payment amount, and date. Save the check and the bill payment is recorded simultaneously — just like QuickBooks, but with printed-check support built in.

Select "Check" as payment method to launch the check writer
Vendor name, amount, and bank account pre-populated
Check number tracked and stored as the payment reference
Bill marked as paid automatically upon saving

Print Checks on Pre-Printed Stock

Load your pre-printed check paper into the printer and Kantivo prints only the variable fields — date, payee, amount, amount in words, memo, and your uploaded signature — at precisely the right positions. No envelopes, no hand-signing.

Upload a signature image (PNG with transparent background recommended)
Choose check position: top, middle, or bottom of the page
Fine-tune field coordinates with a built-in alignment test page
Works with standard US 3-per-page business check stock

Behind-the-Scenes Journal Entries

Each time you record a bill, Kantivo posts the proper entries for you:

Debits the corresponding expense or asset account
Credits accounts payable
Adjusts the vendor's running balance

When the bill is settled:

Debits accounts payable
Credits your bank account
Flags the bill as paid