Topkey Docs

The Bill Pay dashboard is your central hub for managing vendor bills from creation through payment. From here you can track every bill's progress, take action on multiple bills at once, and filter your view to find exactly what you need.

Navigating to Bill Pay

To open the Bill Pay dashboard, select Bill Pay in the left navigation, then select Bills underneath it. The bills list loads showing all bills created in the last 30 days by default.

Bill Pay dashboard showing the full bills list with status tabs and filters

The page is organized into three main areas:

Action buttons (top right) — create bills, download CSVs, access saved searches, and send bills by email
Filter bar (below the action buttons) — search and filter the list by vendor, amount, date, property, status, and more
Status tabs (below the filter bar) — switch between different stages of the bill lifecycle
Bills table (main content area) — displays all bills matching your current tab and filters, with sortable columns and per-row actions

At the bottom of the page, a Total badge shows the sum of all bills currently visible, and a Selected badge updates as you check off individual bills for bulk actions.

Creating a New Bill

To create a new bill, click Pay a Vendor in the top-right corner of the Bill Pay page. This opens a dialog where you can upload an invoice file or create an empty bill manually.

Topkey's AI will automatically extract key details from uploaded invoice files — including vendor name, due date, bill date, invoice number, and line items — saving you from entering them by hand.

Bulk Actions

You can act on multiple bills at once without opening each one individually. To use bulk actions:

Check the box to the left of each bill you want to include, or use the checkbox in the column header to select all visible bills.
A bulk actions toolbar appears above the table once at least one bill is selected.
Choose from the available actions:
- Submit — move selected bills forward to the approval queue
- Delete — remove selected bills
- CSV export — download the selected bills as a CSV file
- Invoice download — download the original invoice files attached to the selected bills
- More — additional actions available for the selected bills

The Selected total at the bottom of the page updates in real time as you check bills, making it easy to verify the combined amount before acting.

Searching and Filtering Bills

Use the Filters bar at the top of the bills list to narrow down which bills are shown. Click Filters to expand the available filter options, which include:

Vendor — find bills from a specific vendor
Amount — filter by bill amount or a range
Date — filter by created date, bill date, or due date
Property — show only bills associated with a particular property
Status — filter by bill status (useful when viewing the All tab)

To clear all active filters, click Clear All next to the filter bar. To save a combination of filters you use frequently, click Save Search and give it a descriptive name — your saved searches are accessible via the Saved Searches button in the top-right area.

The date filter defaults to Created At: Last 30 Days. If you don't see a bill you expect, try expanding the date range or switching to the All tab.

Status Tabs

The status tabs let you quickly focus on bills at a specific stage of the payment workflow. Click any tab to filter the list to only those bills.

Bill Pay dashboard with the Draft tab selected, showing bills not yet submitted

Tab	What it means
Draft	Bills that are being prepared and have not yet been submitted for approval. Only you and other editors can see and edit these bills.
Needs Approval	Bills that have been submitted and are waiting for an approver to review and approve them before payment can proceed.
Ready To Pay	Bills that have been approved and are eligible to be scheduled for payment.
In Progress	Bills with a payment that has been scheduled or is currently processing.
Completed	Bills that have been fully paid.
Recurring Templates	Template bills that generate new bills automatically on a recurring schedule. These are not payments themselves — they serve as the blueprint for future bills.
All	Every bill regardless of status, useful for searching across the entire bill history.

A bill moves through the statuses in order: Draft → Needs Approval → Ready To Pay → In Progress → Completed. If your account does not require approvals, bills may move directly from Draft to Ready To Pay after submission.

Table Columns

The bills table displays key information for each bill in a set of columns. You can sort columns that appear in blue by clicking the column header. The available columns are:

Created At — the date the bill was added to Topkey (sortable)
Bill Date — the date on the original invoice (sortable)
Due Date — the payment due date from the invoice (sortable)
ID — Topkey's internal bill number
Payment Group — groups related bills that are paid together
Type — indicates whether the bill is a one-time bill or a recurring template
Vendor — the vendor name and a short description of the bill (sortable)
Assigned To — the team member assigned to manage the bill
Invoice # — the invoice number from the original vendor document
Property — the property associated with the bill
Bill/Assign To — the category or cost center the bill is assigned to
Paid On — the date payment was completed
Origin Account — the bank account from which the bill was paid
Status — the current bill status shown as a badge
Amount — the total bill amount (sortable)
Tags — any custom tags applied to the bill

You can show or hide columns using the Display button in the top-right corner of the filter bar. Columns can also be reordered by dragging them to a new position.

If you regularly review bills by due date, click the Due Date column header to sort ascending so the most urgent bills appear at the top.

Frequently Asked Questions

Why can't I see a bill I just created? The bill list defaults to bills created in the last 30 days. If you created the bill recently and it still doesn't appear, check that you're on the correct status tab or the All tab, and verify the date filter isn't excluding it. Click Clear All to reset all filters.

What's the difference between the In Progress and Completed tabs? In Progress means a payment has been scheduled or submitted but has not yet fully settled — the funds are still moving. Completed means the payment has finished processing and the bill is fully paid.

Can I reorder or hide columns I don't need? Yes. Click Display in the top-right corner of the filter bar to show or hide individual columns. You can also drag column headers left or right to reorder them to match your preferred workflow.

Questions? Contact Support