This article explains how to record a bill that you’ve been sent by one of your suppliers using the FreeAgent mobile app. It also explains how to attach a file to the bill.
Please note that you won't be able to use the FreeAgent mobile app if you have an unincorporated landlord account.
Any changes you make using the FreeAgent mobile app will be reflected in the desktop version of FreeAgent.
If you need to make changes to a bill, find out how to view or edit a bill using the FreeAgent mobile app.
How to add a bill
Open the FreeAgent mobile app on your iOS or Android device and log in using your FreeAgent login details if prompted. If you’ve accessed the app recently, you may be logged in automatically.
Tap the three-lined 'hamburger' icon at the top-left of the FreeAgent mobile app and select 'Bills'.
Tap the '+' in the top-right of the screen and choose the contact that sent you the bill.
You'll then be prompted to enter the following information.
Enter a reference number
First, enter a reference number for the bill by tapping the ‘Reference’ field.
Choose a bill date
Next, select the date of the bill by tapping the calendar icon in the ‘Dated X’ field. The bill will default to the current date, but you can select an alternative date by selecting the calendar icon in the ‘Dated X’ field.
Choose a due date
Select the date that the bill is due to be paid by tapping the calendar icon in the ‘Due on’ field. The due date will default to 30 days after the bill date, but you can select an alternative due date.
Choose a VAT option
Tap the ‘VAT options’ field and select from the list provided. Please note that you’ll need to enable non-standard UK VAT rates in your ‘VAT Registration’ settings if you need these. You’ll only be able to select one VAT option per bill. For example, a bill for the purchase of both goods and services from outside of the UK which requires the reverse charge to be applied to part of the bill would need to be entered as two individual bills.
Choose a currency
The currency for the bill will default to your base currency. If you want to create the bill in an alternative currency, tap the ‘Currency’ field and select it from the list provided.
You can choose whether to enter totals including or excluding VAT. If the bill you're adding does not include VAT, you can select either option.
If you're purchasing an item on a hire purchase agreement, toggle the 'Hire purchase' option.
If you’d like to add additional comments to the bill, such as a note about what the bill was for, add them to the ‘Comments’ field. This is particularly important for bills in tax-sensitive categories such as legal and professional fees, purchases of capital assets or sundries.
Linking a bill to a project
If you’d like to link the bill to a project in FreeAgent and rebill the bill to a customer, tap ‘Link to project’. Please note that if the bill contains a capital asset purchase, it cannot be linked to a project.
Select a project from the list.
If you don’t want to rebill the customer for the bill, select ‘Dont rebill, just link’ from the options provided. If you would like to rebill the bill, select the relevant rebilling option from the list provided. Tap ‘Done’ in the top-right corner to save the rebilling option.
If the bill is recurring, for example if it’s for your business’s rent or business rates, you can choose for a new bill to be automatically created in the future. To do this, tap the ‘Recurring options’ field.
Select how often you’d like the bill to recur.
If the charge or reference is slightly different each time, for example for a telephone bill, you’ll need to edit the bill each time after it has been automatically created.
Add an attachment
If you have a relevant document or file that you'd like to attach to the bill, for example a receipt or bill, tap ‘Choose attachment’.
If you’d like to take a photo of the document and attach it to the bill, select ‘Camera’ from the ‘Upload from…’ menu. Alternatively, select ‘Photo library’ (iOS) or ‘Photo album’ (Android) to attach an existing photo that’s saved to your device. If you'd like to upload a saved file from your device, select ‘Other files’.
If you’d like to attach a file that’s saved in the ‘Files’ area of your FreeAgent account, select ‘FreeAgent files’. Please note that a locked file can’t be attached to a bill. Find out how to attach a locked file.
Once you’ve selected the relevant file, follow the on-screen instructions to attach it to the bill.
Once you’ve added all relevant details to the bill, select ‘Save’ in the top-right corner of the screen to complete the process.
Alternatively, select ‘Create bill & add line items’ at the bottom of the screen.
Add items to the bill
Next, you’ll need to add line items to the bill.
To do this, tap on ‘Add bill item’.
This will bring up the bill item screen, where you’ll be able to enter the category, amount and rate of VAT.
Choose a category
Select the appropriate category for the bill by tapping the ‘Category’ field and selecting from the list of options provided.
Next, you can enter a description for this item. This will be specific for this line item.
Quantity and unit
Next, you can enter the quantity for this line item and choose a unit (if applicable). If there is no unit, leave this blank.
Price and VAT
Next, enter the total price for this item. Please note that this is the total amount for this item, not the price per one unit.
You can also choose the VAT rate. Tap the ‘VAT rate’ field to select the VAT rate depending on how much VAT was charged by your supplier.
To allow FreeAgent to automatically apply the rate of VAT associated with the chosen category, select ‘Automatic’. Alternatively, you can choose to apply a specific rate of VAT to the bill by selecting the relevant option. If you'd like to manually enter the amount of VAT to apply to the bill, select ‘Custom VAT amount’ and enter the appropriate amount.
Once you’re happy with the line item, you can add it to the bill by tapping ‘Add item to bill’. Alternatively, if you’d like to add another bill item, tap on ‘Add item & add another’ and repeat the steps above.
To view the bill or make changes to it, find out how to view or edit a bill using the FreeAgent mobile app.