Upload invoices or email them to your company’s bill address, and Every reads the recipient, amount and due date off each one. The bills land on Inbox, a tab on Payments → All payments, where you review them before they’re paid. If that page is titled Bills & Reimbursements instead, its Inbox has the bill address inside it, but no Upload bill or duplicate review.
Company Admins and Bookkeepers can add and review bills, and so can Accounts Payable users once Every has turned that role on for your company. Only Company Admins can pay a bill from Inbox without an approver, or decline one.
Every turns on the bill inbox and the All payments page company by company. If you don’t see them, email support@every.io to ask about them.
Before you begin
Payments shows in the sidebar after your company finishes onboarding. The Bill Pay setting must be on, and it is unless someone turns it off. It’s under Bookkeeping automations on Settings → Accounting (see Accounting settings), which Company Admins and Bookkeepers can open. When the setting is off, Inbox, Upload bill and the bill address are hidden, and bills emailed to Every aren’t kept. You can still pay a bill with Send money.Upload files
1
Open the upload dialog
Go to Payments → All payments and select Upload bill.
2
Add the files
Drop your invoices in, or select the drop area to choose them. Every takes PDF, PNG, JPEG and WebP files, and photos in HEIC or HEIF, up to 8 MB each, and 10 files in a batch. It makes one bill from each file.
3
Read the results
Every reads the files one at a time and marks each one. With several files, the dialog doesn’t close by itself, so select Done after Every marks them. Inbox opens when a bill is added, already in your inbox or couldn’t be read.
Email bills
Your company has its own bill address, next to the title on Payments → All payments.- Hover over the address and select Copy address.
- Email or forward invoices to that address. They show on Inbox.
If Every can’t read an invoice
An invoice Every can’t read shows on Inbox with the stage Unreadable. To give Every a clearer file:- Select the bill, then select Upload invoice.
- Choose a clearer PDF, PNG, JPEG or WebP file of the bill, up to 8 MB. Every reads the new file.
Review a bill
On Inbox, select a bill to open it in a drawer, with the invoice beside it. Previous and Next move through the list, and Done closes the drawer.Fix a bill that needs attention
The Stage column says what a bill needs.Add vendor details
Missing information means Every holds no bank details for the vendor, so the bill can’t be approved yet.1
Open the vendor dialog
In the drawer, select Add vendor details.
2
Check the vendor
If Every matched a vendor, the dialog shows its name. Otherwise, choose one in Vendor: the name Every read off the invoice, marked New, or one of your vendors. If the vendor you choose already has payment details on file, select Confirm vendor to link the bill to it, and you’re done.
3
Choose how you pay them
In How we pay them, choose ACH, Wire or Check. For ACH, Every fills in the bank details it read from the invoice. Enter any details it left blank.
4
Optional: add a remittance email
In Remittance email (optional), enter the vendor’s email. The field shows only for a new vendor. If Every read an address off the invoice, select the checkbox that confirms it’s the vendor’s contact email, or Every doesn’t save it.
5
Choose whether to request a 1099
Under Tax details, choose whether to request a filing of a for this vendor. See Request 1099s.
6
Save the vendor
Select Add vendor, or Save account for a vendor Every already has. If you kept the name marked New, Every links the bill to your vendor with that name, or creates the vendor if you have none. Saving doesn’t approve the bill: it stays on Inbox until someone approves it or sends it for approval.
Fix a data mismatch
Data mismatch means the invoice prints different bank details than the account on file. If the bill is also a potential duplicate, resolve that first. Then choose one:- Add suggested account opens Update bank details with the invoice’s bank details. Select Save account to replace the account on file. Saving doesn’t approve the bill.
- Pay using existing account approves the bill against the account on file, with no further confirmation. When the bill has approvers, it reads Send for approval using existing account.
Review a card fee
Review card fee means the invoice mentions a credit card processing fee, so the bill can’t be approved until you review it. Every deducts no fee for you. On the page titled All payments, in the drawer, under Items, remove or edit any fee that doesn’t apply to . Or, when no fee needs removing, select Dismiss, then Keep full amount.Resolve a potential duplicate
Potential duplicate means the bill matches another one. In the drawer, the Potential duplicate card shows the matching bill:- Merge keeps the document on the matching bill and takes this copy out of the inbox. Company Admins see it when Every found a match, and confirm in the Merge duplicate dialog.
- Not a duplicate clears the flag.
- The trash button, for Company Admins, asks “Delete duplicate?”, then removes this copy and leaves the original as it is.
Retry the bank details check
Bank details unavailable means Every couldn’t verify the vendor’s bank details. In the drawer, select Retry bank details check. Approve stays hidden until the check works.Pay a bill in the Send money flow
Quick approval is Approve on an Inbox row or in the drawer. It can’t pay a bill when Every read no amount or the amount isn’t in US dollars. It also can’t when the vendor’s account needs a currency quote or other payment details. For such a bill, the drawer shows the Needs the full Pay Bill flow card when the vendor has an account on file and the bill isn’t a potential duplicate. The card says what’s missing. If the drawer also asks you to review a card fee, finish that review first, and then Needs the full Pay Bill flow appears. On the card, select Open Pay Bill to continue in the Send money flow.Approve a bill
In a bill’s drawer, Approve shows when:- Every matched a vendor with a bank account on file, and the bank details on the invoice match it
- the bill isn’t a potential duplicate, and quick approval can pay it
- you’re a Company Admin, or the bill has approvers
- Hover over an Inbox row and select Approve.
- In the “Approve this bill?” dialog, select Approve. The dialog says “This bill will be paid immediately.”