Bill Payments: Pay the Bill, Void, and Export for Payment

Once a bill is approved in Spendflo, a Bill Payment record is created automatically to track how it gets settled. This article covers marking a payment as paid, voiding a payment, the two different ways to export payment data, how currency is displayed, and how to find bill payments in the list.

 

How to Mark a Bill Payment as Paid

Follow these steps to record payment for an approved bill:

1. Navigate to the Bill Payment section from the sidebar. Under the Unpaid tab, locate the approved bill and click the arrow icon on the far right of the row to view its payment details.

    

   

    

2. On the unpaid bill payment details page, review the payment and supplier information, then click the Mark as Paid button to initiate the payment recording.

    

   

    

3. In the Mark as Paid modal, select the Payment Date, choose the correct GL Cash Account (for example, Checking Account - Payroll), add any additional payment notes, and click Confirm.

    

   

    

4. The bill payment status will now be updated to Paid, and a green banner will confirm that the payment transaction has been recorded successfully.

    

   

    

 

Voiding a bill payment

Voiding reverses a payment that’s already been marked as Paid — it’s an accounting correction, not a delete. Only Paid bill payments can be voided.

To void a bill payment:

1. Open the Paid bill payment and select Void.
2. Enter a void reason (required).
3. The payment moves to Void — a final status.

Voiding a bill payment also voids it in NetSuite: a reversing entry is created automatically there, the same way it is when you void a bill.

This depends on specific NetSuite configuration — the Bills and Pay Bills permissions on your NetSuite role, and the “Void Transactions Using Reversing Journals” setting being disabled. See Syncing Bills and Bill Payments to NetSuite for details; if voiding is failing, that setting is the most common cause.

If every bill payment linked to a bill ends up Voided (or the bill never had any), the bill itself becomes eligible to be voided too — see our Bills guide.

 

Exporting bill payments

There are two different exports, and they’re not interchangeable:

• CSV export (general) — a plain export of what’s in the Bill Payments list: supplier, amount, dates, status, and so on. Use this for record-keeping, reporting, or sharing with your team. It does not include any banking details.
• Bank export — a separate export, built specifically for uploading to your bank’s bulk-payment portal (for example, Kotak or HSBC formats). Unlike the general export, this file includes the supplier’s actual banking details — account number, routing or IFSC code, bank name — because it’s what your bank needs to actually move the money. Bank export formats are set up by an Admin in Settings.

Pick the general export if you just need the data. Pick the bank export if you’re about to pay.

 

Currency display

Bill payment amounts are always shown in the original invoice currency. If that differs from your subsidiary’s base currency, the equivalent amount in your base currency is also shown alongside it, for reference — it doesn’t change what’s posted to your books.

 

Audit trail

Every bill payment keeps a complete history, visible to Finance Executives and Admins: when it was created, every status change, who marked it as paid and with what payment date and cash account, the void reason if voided, and every sync to NetSuite (including failures).

 

Finding bill payments in the list

Search by bill number or supplier name. You can also filter by any of these columns:

• Supplier
• Bill Number
• Due Date
• Payment Date
• Amount
• Currency