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Before you start

Every bill needs a vendor. If the vendor isn’t in Jaxxton yet, you can add it from the bill sheet while you create the bill. When you start from an uploaded invoice, Jaxxton prefills the new vendor from the invoice. See Create a vendor from an invoice. You can also add the vendor first from Vendors. See Manage vendors. For ACH payments, the vendor also needs a bank account on file.

Step 1: Create the bill

Go to Bill Pay in the left-hand menu and click New bill. The Add a bill dropdown lists the intake methods, each with a short description: Upload invoice — upload a PDF or image of the invoice. Jaxxton’s AI reads the document and prefills the vendor, invoice number, currency, invoice date, due date, total amount, and line items. Review each field and correct anything the AI read incorrectly. The original file is stored with the bill. Jaxxton also reads the vendor’s details from the invoice, so you can create a missing vendor with those details already filled in. See Create a vendor from an invoice. Bulk import (CSV) — upload a spreadsheet to create many bills at once. The CSV must be 10 MB or smaller. Jaxxton validates the file and size before uploading and flags a stalled upload as Failed so you can retry instead of waiting on a hung wizard. After upload, map your columns and Jaxxton opens a review table with a row per bill — fix any flagged rows, use Bulk actions to update or skip many rows at once (either by selecting them or by matching criteria like Vendor contains "Acme"), then click Process to create the bills. Validation runs automatically as each row is processed; rows that fail stay flagged so you can fix and retry. Only the person who started the import can validate, process, submit, or delete it — everyone else on the account keeps read access to the rows and their errors. You can also drop multiple invoice files anywhere on the Bill Pay page to run a bulk import through AI capture — see Bulk import invoices below. Manual input — key in a single bill by hand: vendor, invoice number, currency, invoice date, due date, total amount, and line items.

Create a vendor from an invoice

When you upload an invoice, Jaxxton’s AI extracts the vendor’s details along with the bill fields:
  • Vendor name and legal name
  • Tax ID (EIN)
  • Country and address
  • Contact name, email, and phone
  • ACH bank details: name on account, routing number, and account number
If the vendor doesn’t exist in Jaxxton yet, create it from the bill sheet:
  1. Open the Vendor dropdown on the bill sheet and click Add Vendor. You need the vendor:write permission to see this option.
  2. Jaxxton opens the vendor sheet with the extracted details filled in. If one spend category covers more than half of the bill’s line item total, Jaxxton also sets it as the vendor’s spend category.
  3. Read the AI-extracted data notice at the top of the sheet and check each prefilled field against the invoice. Correct anything the AI read incorrectly.
  4. Save the vendor. Jaxxton selects it on the bill.
To add the vendor’s bank account, open the payment method selector on the bill sheet and click Add payment method. Jaxxton prefills the name on account, routing number, and account number from the invoice. The Payment Methods tab shows the same AI-extracted data notice. Check the bank details before you save. See Add a payment method.
Always verify AI-extracted bank details against the invoice or a trusted source before saving. Incorrect routing or account numbers send payments to the wrong account.
Vendor creation and payment method approval policies still apply to vendors created from an invoice.

Step 2: Add line items

Each bill supports multiple line items. For each line item, enter:
  • Description
  • Amount
  • Spend category

Step 3: Set the payment details

Payment method — choose how the vendor will be paid. Jaxxton picks a default for you based on the vendor’s default payment method, falling back to Bank account. Pick another row if you’d rather pay a different way. Pay in N days — for accounts on a supported term (30, 60, or 90 days), a Pay in N days row appears above the method list. Turn it on to have Jaxxton pay the vendor now and debit your bank account N days later. The row shows the fee rate, the repayment date, and a switch to enable it for this bill. Pay in N days requires the Bank account method. See Payment options for details.
Pay in N days only appears if your account is on a supported term and the feature is enabled for your workspace. If you’ve applied but aren’t approved yet, the row shows as Pending. If you don’t see the option, contact support at support@jaxxton.com to check eligibility.
  • Scheduled payment date — the date you want the payment to execute
  • Remittance notifications — optionally add email recipients to notify when payment completes

Step 4: Attach supporting documents

You can attach additional files alongside the invoice at any point while the bill is in draft, submitted, or returned status. Both the invoice slot and the supporting-document slot accept PDF, PNG, JPG, and WEBP files up to 10 MB each. While a file is being sent to storage, Jaxxton shows a progress bar in place of the upload button so you can see how much of the file has transferred. If you pick a file that’s too large or the wrong type, Jaxxton rejects it with a toast before the upload starts.

Step 5: Submit

Click Submit. Jaxxton validates the bill before allowing submission:
  • All required fields are present
  • The vendor is active
  • The payment route is valid
If validation passes, the bill moves to your approval policy for evaluation.

Step 6: Approval

Your bill pay approval policy determines what happens next:
  • Auto-approved — the bill meets the policy criteria and proceeds directly to payment scheduling
  • Routed for review — an approver receives the bill and can approve, decline, or return it for revision
If returned, you’ll receive the bill back with notes. Make the requested changes and resubmit.

Step 7: Payment

Once approved, Jaxxton schedules the payment for the date you specified. If you configured remittance notifications, recipients receive a confirmation email when payment completes. ACH payments execute on the scheduled date and typically arrive within 1–3 business days. Off-platform bills are marked paid when you confirm the external payment. See Payment options for scheduling rules, cut-off times, and how to cancel or retry a payment.

Bulk import invoices

When you have several invoices to process, drag-and-drop bulk import creates draft bills for an entire batch at once. Each file runs through the same AI invoice capture as a single-file upload, so every dropped file becomes a draft bill with the vendor, dates, totals, and line items prefilled. How to use it:
  1. Open Bill Pay.
  2. Drag invoice files from your file manager onto the page. A full-page overlay appears with Drop invoices to import and the per-batch limit.
  3. Drop the files. The overlay switches to Importing N invoices… while the batch runs.
  4. When the batch finishes, a summary toast reports the result and includes a View drafts action to jump to the Drafts tab.
You can also select multiple files at once from the New bill → Upload invoice picker — Jaxxton runs the same bulk import flow when you select more than one file. Supported formats and limits:
  • Accepted file types: PDF, PNG, JPG, and WEBP.
  • Up to 25 files per batch (the drop overlay shows the limit).
  • Each file must be 10 MB or smaller. Larger files are rejected up front and don’t create a draft.
Progress:
  • While the batch runs, the overlay’s Importing N invoices… state includes a progress bar. The bar is weighted by file size, so a batch containing one large file and several small ones advances steadily instead of jumping when each small file finishes.
Results and error handling:
  • Successful imports appear as drafts in the Drafts tab. Open each one to review the AI-prefilled fields before submitting.
  • If some files fail, the summary toast persists until you dismiss it and groups failures by reason (for example, Unsupported file type, File too large, or Couldn’t be uploaded) with the affected filenames listed under each reason.
  • If you drop more files than the per-batch limit, Jaxxton rejects the whole batch and creates no drafts — remove some files and try again.
  • A successful all-files batch auto-dismisses the toast.

FAQ

Yes. Invoice upload is an optional shortcut that prefills the bill from the document — you can fill in all fields manually instead.
Not directly. If a bill needs changes after submission, an approver can return it to you. Once returned, you can edit and resubmit. Approved bills can’t be edited.
Use the off-platform payment method. The bill is tracked in Jaxxton, but no funds move through the platform. Useful for wires, cheques, or any payment settled externally.
Yes, if your account is eligible. Turn on the Pay in N days row that sits above the payment method list. Jaxxton pays the vendor by ACH on the scheduled date and debits your bank account N days later. The term (30, 60, or 90 days) is set by your account. See Payment options for details.
Only if your approval policy requires it. If your policy auto-approves bill payments, bills proceed directly to payment on submission.