HOW-TO

How to enter a bill with line items in Sage Intacct

Short answer

In Sage Intacct, open a new bill, pick the vendor, add one line per invoice row with an GL account and tax detail, then check the total matches the invoice.

Last checked

Entering a supplier bill with line items means recording each row of the invoice (item, quantity, price, account and GST) instead of one lump sum.

Before you start

  • Accounts Payable subscription
  • Business user with Bills: List, View, Add permission

The Sage Intacct way

Where to find it: Accounts Payable > All > Add (circle) next to Bills

  1. Go to Accounts Payable > All and select Add next to Bills.
  2. Enter the Date and select the Vendor. Optionally select Populate from last bill to copy the last bill for that vendor.
  3. Enter the Bill number, Reference number, Description and Term. Intacct works out the Due date from the term.
  4. Add an Attachment (drag and drop works).
  5. In the Entries section add one line per cost: select the Account (or Account label), enter the Amount and set Department, Location and other dimensions.
  6. Select Post. If your company uses bill approvals select Submit instead. Select Draft to save it unposted.

Limits in Sage Intacct

  • Line entry is manual. Draft bills from documents need AP Automation, which is a separate subscription.
  • Australian help pages call a bill an "AP purchase invoice" and a vendor a "supplier".

Good to know in Sage Intacct

  • Recommended to pay on date can be filled in from the vendor Default bill payment date.
  • A bill can be placed on hold at entry with Place this bill on hold.

Words Sage Intacct uses

  • Dimension. A tag on a transaction line, such as department, location, project or class. You report by any mix of them.

The Pulsify way

  1. Forward the supplier's invoice to your Pulsify address or upload it. Pulsify reads every printed row as its own line.
  2. Pulsify finds the vendor in Sage Intacct and suggests an account for each line from how that vendor was coded before.
  3. Review the lines in Pulsify. Fix any account or tax detail and approve.
  4. On approval, Pulsify creates the bill in Sage Intacct with the original file attached.

Pulsify connects to Sage Intacct. We set up the connection for you.

What Pulsify does not do here

  • Pulsify aims for 99% accuracy, but you still review each bill before approval.

Common mistakes

  • Using Post when your company uses bill approvals, instead of Submit.
  • Entering lines without the department or location dimensions your reports use.

More help

Sources

Last checked 2026-10-19. Confidence: confirmed.

Common questions

Can I copy the last bill from a vendor?

Yes. After you pick the vendor, select Populate from last bill to copy the last bill for that vendor. Then change the date, bill number and amounts.

What is the difference between Post, Submit and Draft?

Post books the bill. Submit sends it for approval if your company uses bill approvals. Draft saves it without posting.

Does the due date fill in by itself?

Yes. Enter the Term and Intacct works out the Due date. Recommended to pay on date can also come from the vendor Default bill payment date.

Pulsify setup guides

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