Forward supplier bills into TradesWork

Overview#

Every company has a private bills address (it starts with bills-). Supplier invoices emailed there are read by the Bills (AP) agent, matched to your purchase orders and receipts, and put in Bills for approval. Cost increases are flagged as draft price book updates. You can forward bills yourself or, better, ask suppliers to send invoices straight to the address.

Before you start#

• Owners and Admins set up the address. Accounting works the bills that arrive.

• Access to the mailbox where supplier invoices arrive today.

• For scanned PDFs (no text inside), AI must be on (Settings › AI › AI Assistants & Data Preferences).

Steps#

1. Open Settings › Communications › Email Domains and scroll to Your forwarding addresses.

2. Under Supplier bills, press Copy address.

3. Best option: ask each supplier's billing team (Ferguson, Johnstone, your local supply house) to add this address as an invoice recipient.

4. Or forward bills yourself with a Gmail filter or Outlook rule on the supplier's email domain (the same steps as for lead emails; Gmail asks for a confirmation code, which shows on this page).

5. Forward one supplier invoice email to test it.

6. First bill arrives turns green and shows when the last bill was received. The bill appears in Bills.

Settings that change this#

• Settings › AI › AI Assistants & Data Preferences: the Bills (AP) agent mode (Off, Suggest or Auto-apply low-risk).

• Accounting › Bills (the Bills (AP) page), for Owners, Admins and Accounting: Forwarding address with New address if the address leaks, and Matching: Flag cost increases above (%) and Bill total may differ from its lines by ($). Press Save.

• Enter a bill on the same page lets you type a bill by hand.

Tips#

• One address per company; give it only to your suppliers and your own mailbox rules.

• PDF-only bills without readable text are stored for you to enter by hand from the attached copy.

• Matching works best when your purchase orders carry the supplier's PO numbers.

Troubleshooting#

• A bill came in blank → it's a scanned PDF and AI is off. → Turn AI on in Settings › AI › AI Assistants & Data Preferences, or enter it by hand from the attached copy.

• No bills arrive → the supplier hasn't updated their recipient list, or forwarding isn't confirmed. → Check the Gmail confirmation code on the email settings page, and confirm with the supplier.

• Bills show "Not available" → bill forwarding isn't switched on for your account. → Contact support.

FAQ#

Does TradesWork pay my suppliers? No. It reads, matches and queues bills for approval. Payment happens in your bank or accounting system.

Who can approve bills? Owners, Admins and Accounting.

What if the bills address leaks? Open Accounting › Bills and press New address under Forwarding address, then give suppliers the new one. The old address stops working.

Coming from ServiceTitan#

In ServiceTitan bills are entered or synced under Accounting › Bills. In TradesWork suppliers email bills to your private address and the AP agent enters and matches them; your team approves.