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Managing Bills

Learn how to manage bills in Digits—upload and review invoices, send or approve bills, mark outside payments, fix duplicates, and keep your payables organized and up to date.

First-Time Setup Note

Note: Before you can pay bills through Digits, your business has to be verified.

  • You can complete verification yourself.

  • If you work with an accountant, they may complete it on your behalf (with your authorization).

You can still upload and prepare bills while verification is pending. Once you’re approved, any bills that are ready will process automatically—no need to re-enter anything.

1

Add a Bill in Digits

  1. From your Digits dashboard, click Bills in the left navigation menu.

  2. View all bills in a Kanban-style layout:

  • In Review – Drafts needing info, approval, or scheduling

  • Pending Approval – Sent to your client for approval

  • Awaiting Payment – Approved by your client, ready for payment

  • Scheduled & Paid – Payment has been scheduled or completed

  1. Click Upload Bill or drag a bill file directly into Digits.

Tip: ✨When you upload a bill file, Digits scans it and pre-fills as much as it can. The bill will first appear in In Review.

2

Review and Complete Details

  1. Click the bill to confirm or update the details (date, amount, vendor, memo).

  2. If it’s a new vendor, complete the profile by following the prompts to:

    • Review detected vendor info

    • Choose a preferred payment method (ACH, Check, Digits Pay)

3

Approve or Send for Approval

  1. (Optional) Add a memo if you want extra context for yourself or your team.

  2. Choose an approver if someone else on your team needs to sign off, or skip this if you’re the one approving.

  3. Do one of the following:

    • Click Approve to approve the bill yourself, or

    • Click Send for Approval to route it to someone else’s Inbox

    Once the bill is approved, you’ll see the option to Submit Payment.

  4. Click Submit Payment to complete the payment through Digits.

4

Approver Reviews & Releases Payment

  1. If you send a bill for approval, here’s what happens next:

    • The approver (you or someone on your team) gets the bill in their Inbox with all the details you prepared.

    • They can review, make edits if needed, and then approve the bill.

    • Once approved, Digits moves the bill to Awaiting Payment, and after payment is submitted, to Scheduled or Paid.

Frequently Asked Questions

How do I get notified about a bill if I am the approver?

Once someone clicks Send for Approval, the bill appears in your Inbox, and you’ll get a notification to review and approve it.

What if I paid the bill outside Digits?

You can update the status by opening the bill, clicking the menu in the top right, and selecting Mark as Paid.

What if a bill is flagged as a duplicate?

Digits compares the vendor name + invoice number. Review the draft and remove duplicates if needed.

Need help with Bill Pay? Email [email protected] — we’ll help you get set up and keep AP running smoothly.