How to Enter a Bill
MonkeyPod is built to help you seamlessly manage your organization's funds. An important part of that is managing invoices and bills that have been sent to you by vendors.
Are you paying a credit card bill? If so, you'll want to check out this article instead to learn about tracking credit card charges and payments.
How do I enter a bill in my MonkeyPod?
To enter a bill into your MonkeyPod, select Finance from the main menu. With the menu expanded, under Income & Expenses, select Record an Expense.
Then select Bill as the type of expense.
The form updates to include relevant fields for all the bill details. Fill in the required fields: Vendor, Payable Account, Bill Date, Due Date, Amount and Expense Account. If the bill includes multiple expense lines, select Split into multiple expense lines and add a new line to allocate multiple expenses on a single bill.
If you've split the bill into multiple expense lines, you can add notes and apply restricted funds to each line separately. Select Add an expense line to add more lines.
Optional Information
Continue as needed to expand the additional sections to enter optional information such as:
- Class: Add a class to categorize your expense.
- Tags: Add tags for more detailed tracking.
- Apply restricted funds: Use funds from grants and other restricted gifts.
- Reference number: Add an invoice or other reference number.
- Memo: Add a note about the bill.
- Attachments: Upload a copy of the bill to save with the transaction.
- Advanced Accounting: Enter other debits and credits tied to the bill in this section.
For more detail see How to Record an Expense.
When you're finished, select Save at the bottom of the page. Or if you have more bills to enter, click the arrow on the save button to expand the options, and choose Save & Record Another.
How do I set a vendor's default payment terms?
Your MonkeyPod tracks each vendor's default payment terms on their Payment Terms card on their relationship page, so you don't have to remember (or recalculate) their due date every time you enter a bill.
To set the default payment terms for a vendor, navigate to their relationship page, and look for the Payment Terms card. Once there, choose the option that matches the terms you've agreed to with that vendor (Net 30 is the default).
For example, say you've negotiated Net 60 terms with Acme Print Shop. Set that once on their Payment Terms card, and every bill you enter for Acme from now on will default to a 60-day due date, so you don't have to adjust it by hand each time.
What happens if I don't set a vendor's payment terms?
Bills for that vendor will keep defaulting to Net 30. You can always adjust the due date on an individual bill.
Don't see the Payment Terms card? You can add the Payment Terms relationship card to any role. It's included on the Vendor role by default for new MonkeyPod accounts. If your organization was set up before July 2026, go to Relationships > Manage Roles, click the edit icon for the role you'd like to include the card (typically Vendor), and select "Payment Terms" on the next screen.
Frequently Asked Questions
How do I mark bills as 'paid' in MonkeyPod?
Marking bills as 'paid' is just as easy as entering them. Check out How to Record Payment of Bills to learn more.