Managing Bills

The bill list in Topkey gives you powerful tools to manage bills at scale — from bulk actions and CSV exports to duplicate detection, flagging, and a full activity audit trail. This page covers everything you need to stay organized and keep your bill pay workflow running smoothly.

Bulk Actions

When you need to act on multiple bills at once, bulk actions save you from opening each bill individually. Select bills using the checkboxes on the left side of the bill list, then choose an action from the toolbar that appears.

Selecting Bills

1. Navigate to Bill Pay → Bills.
2. Check the box next to each bill you want to act on. Check the box in the column header to select all bills on the current page.
3. The toolbar at the bottom of the list shows the total selected amount and the available bulk actions.

Bulk Submit

Submit multiple draft bills for approval in one step.

1. On the Draft tab, select the bills you want to submit.
2. Click Submit in the bulk actions toolbar.
3. Confirm when prompted. Topkey processes the submissions and notifies you of any bills that could not be submitted.

Bulk Delete

Delete multiple draft or rejected bills at once.

1. Select the bills you want to delete.
2. Click Delete in the bulk actions toolbar.
3. Confirm the deletion when prompted.

Bulk Assign (More Actions)

Use More in the bulk actions toolbar to assign shared details — such as a property, vendor, GL code, category, or due date — to multiple bills at once.

1. Select the bills you want to update.
2. Click More in the bulk actions toolbar.
3. Choose the field you want to assign and enter the value.
4. Save your changes. Topkey applies the assignment to all selected bills.

Bulk Approve

Approve multiple bills that are awaiting approval without opening each one.

1. On the Needs Approval tab, select the bills you want to approve.
2. Click More in the bulk actions toolbar and select the approve action.
3. Confirm when prompted.

Bulk Invoice Download

Download the original invoice files for multiple bills as a single ZIP file.

1. Select the bills whose invoices you want to download.
2. Click Download in the bulk actions toolbar, then select Download Invoices.
3. Topkey processes the download in the background. You will receive an email with a link to the ZIP file when it is ready.

Exporting Bills to CSV

You can export bill data to a CSV file for reporting, accounting reconciliation, or sharing with your team.

Export Selected Bills

1. Select the bills you want to export using the checkboxes.
2. Click Download in the bulk actions toolbar, then choose one of the two CSV options:
   • Download CSV (single row) — each bill appears as one row, with line item details combined.
   • Download CSV (separate rows) — each line item appears on its own row, which is useful for detailed cost breakdowns.

Export All Filtered Bills

To export every bill matching your current filters (not just selected ones):

1. Apply any filters or use the status tabs to narrow the list.
2. Click Download CSV in the top-right corner of the bill list (outside the bulk action toolbar).
3. Topkey exports all bills matching the current filter, not just those on the current page.

Processing and Delivery

All CSV exports are processed in the background. A "Processing…" message appears while the export is being generated. You will receive an email with a download link when your file is ready.

Bill Flags

Flag a bill to mark it for attention or follow-up without changing its status.

1. In the bill list, click the flag icon on the right side of any bill row to toggle the flag on or off. A filled flag indicates the bill is flagged.
2. To view only flagged bills, use Filters and filter by flagged status.

Duplicate Detection

Topkey automatically scans for potential duplicate bills when a new bill is created or uploaded. If a likely duplicate is detected, a warning appears on the bill.

• Review the flagged bill and compare it to the potential duplicate.
• If the bill is not a duplicate, click Mark as Not Duplicate to dismiss the warning and continue processing the bill as normal.

Duplicating a Bill

If you need to create a new bill with the same details as an existing one, you can duplicate it instead of starting from scratch.

1. Open the bill you want to copy.
2. Click the actions menu (the three-dot or actions icon) and select Duplicate.
3. Topkey creates a new draft bill pre-filled with the same vendor, line items, and details as the original.
4. Review and edit the new draft as needed before submitting.

Restoring Deleted Bills

Deleted bills are hidden from the active bill list by default, but they can be restored if needed.

Show Deleted Bills

1. In the bill list, use the Display menu or filters to toggle visibility of deleted bills.
2. Deleted bills will appear in the list with their deleted status indicated.

Restore a Deleted Bill

1. With deleted bills visible, locate the bill you want to restore.
2. Click the restore action for that bill.
3. The bill returns to active status as a draft, ready to be reviewed and resubmitted.

Assignees

You can assign a team member to a bill to indicate who is responsible for managing and approving the bill.

Assigning a Team Member

1. Open a bill and locate the Assigned To field in the details panel on the right side of the screen.
2. Select a team member from the list.
3. The bill list now shows the assignee in the Assigned To column.

Filtering by Assignee

1. In the bill list, click Filters.
2. Filter by Assigned To and select the team member whose bills you want to view.

Canceling a Pending Approval Request

If a bill has been submitted for approval but needs to be revised, you can cancel the pending approval request to pull it back.

1. Open the bill that is currently awaiting approval.
2. Click the actions menu and select Cancel Approval Request (or the equivalent cancel option shown).
3. The bill returns to draft status and can be edited before resubmitting.

AI Suggestions for Property Assignment

Topkey's AI analyzes bill content and suggests property assignments for line items. You can review and act on these suggestions from the AI Suggestions tab within a bill.

1. Open a bill that has AI-suggested property assignments.
2. Click the AI Suggestions tab.
3. Review each suggestion. Click Accept to apply the suggested property to the line item, or Reject to dismiss the suggestion and assign the property manually.

Sending a Remittance Email to a Vendor

After a bill has been paid, you can send the vendor a payment remittance notification by email to confirm the payment details.

1. Open a completed (paid) bill.
2. Locate the remittance email option in the bill's actions or payment details section.
3. Confirm the vendor's email address and send the notification.

The Activity Tab

Every bill maintains a complete audit history, available on the Activity tab inside the bill.

The activity log records:

• Who created the bill and when
• All edits made to bill details or line items, including what changed and who made the change
• When the bill was submitted for approval and by whom
• Approval decisions (approved or rejected) with timestamps and the name of the approver
• Payment events, including when and how the bill was paid

Using the Activity Tab

1. Open any bill and click the Activity tab.
2. Scroll through the history to see a timestamped record of every state change and edit.

Frequently Asked Questions

Can I bulk approve bills from multiple status tabs at the same time? No. Bulk actions apply to the bills you have selected within the current filtered view. To approve bills awaiting approval, navigate to the Needs Approval tab, select the bills, and use the More action to approve them.

What happens if some bills in a bulk action can't be processed? Topkey completes the action for all eligible bills and displays a notification listing how many succeeded and a summary of any bills that could not be processed (for example, a draft bill that is missing required fields cannot be submitted). You can then address those bills individually.

Is there a limit to how many bills I can select for a bulk action or CSV export? There is no hard limit on selections, but large bulk operations and exports are processed in the background and delivered by email. For very large exports, allow extra time for processing and check your inbox for the delivery notification.

Questions about managing your bills? Contact Support.