Upload bills

Upload or email bills to Every, then review, fix and approve them in your Inbox

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 in Inbox on Payments → All payments, where you review them before they’re paid. 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.

Every turns on the bill inbox and the All payments page company by company. If you don’t see them, email [e-mail] to ask about them.

Before you begin

Payments shows in the sidebar after your company finishes onboarding.

The Bill Pay Agent setting must be on, and it is unless someone turns it off. It’s under Bookkeeping agents on Settings → Accounting (see Accounting settings), which Company Admins and Bookkeepers can open.

When the setting is off, Inbox, Needs attention, 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 accepts PDF, PNG, JPEG and WebP files up to 8 MB each, and takes 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 or already in your inbox.

Result	What it means
Added	Every read the bill. It’s in Inbox, or in the “Some invoices could not be read” banner if Every found no currency on it
Already in inbox	Every already has a bill made from this exact file, so it adds nothing
Already paid	A bill made from this exact file already became a payment, which can still be waiting for approval, so nothing is imported. Find that payment on All payments before you send it again
Could not read	Every couldn’t read the invoice. Try a clearer PDF, or email it to your bill address
Failed	The file couldn’t be imported

Email bills

Your company has its own bill address, next to the title on Payments → All payments.

1. Hover over the address and select Copy address.
2. Email or forward invoices to that address. They arrive in Inbox.

Every makes a bill from each PDF attachment, up to a size limit. Images, PDFs over that size and other files in the email join the first PDF’s bill.

If Every can’t read an invoice

An invoice Every can’t read isn’t a row in Inbox, and it has no stage. A banner at the top of Inbox says “Some invoices could not be read” and lists the files. Select a file name to download it, then pay the bill with Send money.

Review a bill

Select a bill that needs attention to open it in a drawer, with the invoice beside it and Decline at the top. 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 Add vendor dialog

   In the drawer, select Add vendor details.

2. Check the vendor

   Vendor shows the vendor Every matched or suggests, or else the name it read off the invoice, and you can’t edit it. If it’s empty, choose or add a vendor there.

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 when the bill has no vendor yet. 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 1099 filing for this vendor (see Request 1099s).

6. Save the vendor

   Select Add vendor. If the bill had no vendor, Every uses the vendor with that name or creates one. The bill stays in Inbox until you approve it.

Fix a data mismatch

Data mismatch means the invoice prints different bank details than the account on file. 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.

Review a card fee

Review card fee means the invoice mentions a credit card processing fee, so Inbox doesn’t offer Approve on it.

1. Open the bill in Send money

   In the drawer, select Open Pay Bill. The bill opens in the Send money flow.

2. Take out fees that don't apply

   In Amount, enter the amount without any fee that doesn’t apply to ACH. Every deducts no fee for you.

3. Confirm the payable amount

   On the review page, select the checkbox that confirms the payable amount. You can’t confirm the payment until you do.

Resolve a potential duplicate

A Possible duplicate badge sits beside the recipient, and its tooltip gives the reason. 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. It shows only when Every found a match, and you confirm in the Merge duplicate dialog.
• Not a duplicate clears the flag.
• The trash button asks “Delete duplicate?”, then removes this copy from the inbox and leaves the original as it is.

After a merge or Not a duplicate, a message offers Undo. On the original bill, Merged duplicates lists each merged copy with Unmerge.

Retry the bank details check

Bank details unavailable means Every couldn’t verify the vendor’s bank details. Select Retry bank details check. Approve stays hidden until the check works.

Pay a bill in the Send money flow

Quick approval (Approve on an Inbox row or in the drawer) can’t pay a bill when:

• the bill isn’t in US dollars, or Every read no amount
• the invoice mentions a card fee
• the vendor’s account is international or card-based

When such a bill’s vendor has an account on file, the drawer shows the Needs the full Pay Bill flow card. Select Open Pay Bill to continue in the Send money flow.

Needs attention

Needs attention lists the Inbox bills that have something to fix. Select a row to open its drawer.

The tab looks only at the 100 most recent inbox bills, and its rows have no buttons. When nothing needs attention, it says “Nothing needs attention”.

Approve a bill from the Inbox

Approve shows on an Inbox row when you hover over it, and in a bill’s drawer, when:

• Every matched a vendor with a bank account on file, paid by ACH, wire or check
• the amount is in US dollars, and Every read it
• the bill mentions no card fee and isn’t a potential duplicate
• the bank details on the invoice match the account on file

1. Hover over an Inbox row and select Approve.
2. In the “Approve this bill?” dialog, select Approve. The dialog says “This bill will be paid immediately.”

In the drawer, Approve has no confirmation step.

Decline a bill

Select Decline on a row in Inbox, or in the drawer. It takes effect at once, with no confirmation, and the message “Bill removed from the inbox” offers Undo.

Find bills in the Inbox

Inbox shows the 100 most recent bills, newest first. To sort and filter them, see All payments.

What happens next

When a Company Admin approves a bill from Inbox, Every pays it in that step, with no approvers. Approver rules are on Approvals.

A declined bill shows on All and Failed with the stage Declined (see All payments).