Bill Settings

In this document, we will review the various options available under the Bill Settings tab within Admin Settings.

To access admin settings, click on your name in the top right-hand corner and select Admin.

AP Inbox

Directly under Bill Settings, you will see a few different emails you can leverage when processing bills.

MakersHub Only Processes Valid Attachments

When processing emails, we look for attachments (pdf, jpeg, png, xls, doc) or images within the email to process. At this time, we are not able to process bills included as text within the body of the email. In these situations, you may use the snipping tool and paste the bill into MakersHub.  

Customer Facing Inboxes - Inboxes where vendors can submit their bills. MakersHub will process bills from all users.

• Accounts Payable Inbox - Should you already have a dedicated AP inbox, you can enable auto-forwarding so that you do not have to communicate a new inbox to your vendors. If you would like to edit your MakersHub AP inbox, please contact support@makershub.ai.

• Additional AP Inboxes - Other external inboxes which MakersHub will recognize and process bills.

Internal Inboxes - Inbox where MakersHub users can submit their bills, receipts, or expenses. These items must be sent from a known email linked to a MakersHub account under User Settings.

• Bills Inbox - Directs bills to MakersHub.

• Receipts Inbox - Directs Receipts to MakersHub.

• Expense Inbox - Directs expense receipts to MakersHub for reimbursement.

Data Processing

OCR Extraction

• Extract Bill Items/Extract Receipt Items - When turned on, this feature allows MakersHub to extract each line item on a bill or receipt. When toggled off, it will sum up all the items and create a single expense item.

• Advanced SKU Extraction - If your bill includes the SKU within it's description, you can enable the advanced SKU extraction. MakersHub will run a language model to extract the SKU numbers from the description automatically.

Data Sync With QBDesktop

• Consolidate Bill Items/Consolidate Receipt Items Sync - Consolidate line items with the same Account, Class, or Product/Services during the Sync to QuickBooks.

• Document URL to Memo Field - Appends the Document URL to the Memo Field instead of the MakersHub Bill Record.

      Document URL to Memo Field turned on (Just appends information to Memo)

  

                                                                                                                                              Document URL to Memo Field Turned off (In addition to memo the link to the bill is put in as a $0 Item)

  

Data Validation

• Warn on Missing Customer/Project - Gives the user a warning when trying to approve a bill with an unassigned Customer/Project.

• Warn on Missing Accounting Class - Gives the user a warning when trying to approve a bill with an unassigned Class.

• Warn on New Items or Products/Services - Gives the user a warning when trying to approve a bill with an item that does not exist within QuickBooks/MakersHub.

• Override Description with Item’s Default - Whether to override the OCR Extraction description with the default item description found in MakersHub.

• Default Mark as Paid Account - Most used if you typically pay with the same bank account or credit card. When reviewing receipts, the Default Mark as Paid Account will appear so you do not have to select from a dropdown.

• Email Subject to Exclude - Include the word or phrase from the subject for bills you want to be excluded from processing in your AP Inbox. If the subject of the email contains the text, it will be excluded from processing.

Approval Workflow

• Disable Admin Override - By default, when an admin approves a bill, it bypasses the approval process and approves a bill. In toggling the Disable Admin Override switch on, bills are only approved when they are approved by all parties.

• Sync on First Approval - Requires only one approval before a bill is added to QuickBooks. This bill will be shown as conditionally approved and will not be an active Accounts Payable until all parties approve the bill. This is most commonly used for companies that want their QuickBooks to reflect immediate changes.

• Allow Approval Above Limit - Should a user be assigned a bill that exceeds their approval limit set in the User Settings tab, they can still approve the bill. Upon their approval, the bill will be forwarded to their supervisor for additional approval.

• Apply Rules to Active Bills - Select when making changes to the approval workflow section to include changes to all active bills in the approval queue.

Email Notifications

• Bills Processed - Notifies specified users when a bill is uploaded to MakersHub via email.

• Additional Approvers - Notifies Users when they are added as an approver to a Bill.

• Bill Assigned - Notifies users that are not a part of the approval workflow when a bill is assigned to them.

  

• External Approval - Allows users assigned a bill to approve or reject directly from their email.

• Bill Approved - Emails users whenever a bill is approved by a user.

• Receipt Approved - Emails users when a receipt is fully approved.

To learn more about the emails MakersHub sends, click here.