Supplier Invoices & Bill Pay

Overview

To work supplier invoices, open the Financials menu → Bill Pay, click Check for New Invoices → open a pending invoice → assign a Supplier and Property → click Approve. Flag or archive anything you're not ready to approve, then review everything you've approved under Financials → Invoices → the Suppliers tab.

Connect your invoice inbox to Bill Pay

Open your synced email accounts

If Bill Pay shows Set up your invoice email, click Manage Email Accounts. Bill Pay reads invoices from an email account connected to Keyhook, so you need one synced first.

Turn on Bill Pay for the account

In the Bill Pay column, switch the account on. The Enable Bill Pay window opens. Only one account can be your Bill Pay account at a time.

Set the import-from date and enable

Choose the Import from date, then click Enable. Keyhook starts processing invoice emails received on or after that date.

Note: Keyhook only imports emails received on or after the Import from date, and that date can be set no more than six months back. Anything older than your chosen date won't appear in Bill Pay.

Process an invoice

Open Bill Pay

From the left sidebar, open the Financials menu and click Bill Pay. The Pending tab lists invoices waiting to be processed, with a count of how many are left to review.

Pull in the latest invoices

Click Check for New Invoices (top right) to fetch anything new from your connected inbox. To add an invoice that didn't arrive by email, click Upload Invoices instead.

Open an invoice

Click a row in the Pending list. The invoice opens with the original document on the left and its details on the right; click the mail icon to View Source Email if you need the original message.

Assign the supplier and property

In the Assignment section, choose the Supplier and the Property. Keyhook pre-fills its best guesses where it can, but you must confirm both before you can approve.

Add any extra detail

Optionally set a Category or Priority, link a Maintenance Request, or tick Tenant pays a portion of this invoice to on-charge part of it to the tenant. Engaging these is optional, but once you tick Tenant pays a portion of this invoice a Tenancy dropdown and a Tenant Amount become required (the amount must be greater than zero and no more than the total), and Approve/Save is blocked until they're filled. The checkbox is disabled if the property has no eligible tenancy.

Approve the invoice

Click Save to keep your changes for later, or Approve to finalise it. Approve stays disabled until both a supplier and a property are set.

Note: Approving creates a supplier invoice and records it against the property, so only approve once the supplier and property are right. Any Maintenance Request you linked is closed automatically when you approve. If the property owner is paying this supplier themselves, don't approve it. Tick Send to owner directly? instead and see Send a Supplier Invoice to the Owner to Pay Directly.

Flag an invoice for a second look

Flag it

Open the invoice from the Pending tab and click Flag in the action bar. Add an optional reason and confirm. The invoice moves to the Flagged tab.

Deal with it later

Open the Flagged tab to see everything held for review. From there you can Unflag it, edit and Save it, or Approve it as usual.

Archive an invoice you don't need

Archive it

Open the invoice and click Archive in the action bar. Add an optional reason and confirm. The invoice moves to the Archived tab and is set aside without being paid.

Bring one back if needed

Open the Archived tab, open the invoice and click Restore to Pending to move it back into your queue.

Review non-invoice emails

Open Other Messages

Click the Other Messages tab. This shows emails that landed in your connected inbox but weren't recognised as invoices.

Read and clear them

Open a message to read it, then Archive it once you've dealt with it to keep the list tidy.

View and filter supplier invoices

Open the Suppliers tab

From the Financials menu, click Invoices, then open the Suppliers tab.

Choose which invoices to show

Use the template selector to switch between Open Invoices (the default, Pending and Allocated), Paid Only and All Invoices.

Search and filter

Use the search box to find an invoice by supplier, property or reference, and the column filters for Status, Priority, category, portfolio, amount or date.

Open or remove an invoice

Click a row to open and edit an invoice, or click Delete in the Actions column to remove one.

Good to know

If a supplier invoice with the same reference already exists for that supplier, Keyhook shows a duplicate warning on the invoice so you can avoid paying it twice.
Bill Pay is a beta feature. You'll see a beta tag next to it in the Financials menu.

Frequently asked questions

Why is my Bill Pay inbox empty?

Either you're all caught up, or Bill Pay isn't set up yet. Bill Pay needs an email account connected to Keyhook with Bill Pay enabled. Click Manage Email Accounts, switch the account on and pick an Import from date. Only emails received on or after that date are imported.

What do I have to fill in before I can approve an invoice?

A Supplier and a Property. The Approve button stays disabled until both are set. Everything else (invoice number, category, priority, dates, tenant contribution) is optional.

What's the difference between Pending, Allocated and Paid?

Pending means the invoice is recorded but hasn't been deducted from the property's balance yet. Allocated means it's been deducted and is waiting to be paid to the supplier on the next supplier-payment run. Paid means the money has left the trust account and reached the supplier. The exception is an invoice you sent to the owner to pay directly: that is marked Paid without anything leaving the trust account, because the owner paid the supplier themselves.

What happens after I approve an invoice?

It moves to the Approved tab and appears in Financials → Invoices → the Suppliers tab, where you can track it through to payment on the next supplier-payment run. Any linked Maintenance Request is closed automatically when you approve. Approving is not the only option: an invoice the owner is paying directly is sent to them instead, and never enters the pay run.

What are the emails under Other Messages?

They're emails that arrived in your connected inbox but weren't recognised as invoices. You can open them to read them and Archive them once handled. They don't become invoices unless you upload them.