Purchase-to-pay with approval limits and three-way match.

At the moment of request, bills.ph compares the amount with the budget still available: the approved budget less what is already committed and spent. A hard control stops the request; a soft control warns and lets the approvers decide. Consumption is then tracked from request to PO to payment.

Yes. Delegation of authority bands set the number of approvers by amount, for example one under ₱50,000, two up to ₱500,000 and three above, with multi-stage chains. Every pending document sits in one approvals inbox, and requesters can see whose desk it is on.

Every approval is pinned to the document version that was signed. A PO amendment creates a new version that goes back through approval, and the approved version stays in force until the new one is signed.

Yes. An approver can delegate to a colleague for a set period, and the delegation works only while both people are active members. The approval record shows who signed and on whose behalf.

Three-way matching compares the supplier invoice with the purchase order and the receiving report before anything is paid. bills.ph checks price and quantity against the tolerance you set; anything outside it becomes a match exception that needs a reason and a named person before payment.

It becomes a match exception and cannot be paid. An AP verifier records a decision and a reason, for example hold for a credit memo or pay the received quantity only, and the decision is logged with their name and the time.

In bills.ph a supplier's bank details cannot be edited directly. A change goes through a separate bank change request that a second person must approve, and payments keep going to the account on file until it is approved.

Yes. The purchase orders, PO amendments, requests for quotation and remittance advice a supplier receives carry a QR code. Scanning it, or typing the address printed beside it, opens a page at bills.ph that confirms the document was issued by your company, shows its number, date and, where it has one, its total, and says whether it is still current or has been cancelled or replaced by a later version. A forged document leads nowhere, and one with altered figures shows the true total. The page never shows line items, attachments or the name of anybody in your company.

AP batches approved bills into one payment run. The run is approved under your payment approval rules, each payment judged by the amount it releases, usually by a treasurer and never by the person who prepared it. On Enterprise, approvals at or above an amount you set ask for a fresh authenticator code. A payment can be voided only with a reason, and the void stays in the activity log. Every released payment has a remittance advice for the supplier, listing the invoices it settles and any tax withheld, to print or download, or, once it is switched on in settings, to email to the supplier from bills.ph.

bills.ph generates a 2307 for every invoice that has withholding, when the invoice is posted, on the Bureau's own form layout. The ATC, the income payment net of VAT and the tax withheld come from the supplier's tax profile and the invoice itself, so nothing is retyped in Excel.

It depends on the payee, so confirm the ATC and rate with your tax adviser. bills.ph stores the ATC and rate you set on each supplier's tax profile and applies it to every payment, computed on the amount net of VAT.

Yes. When a supplier's tax profile carries an exemption certificate, bills.ph withholds nothing on the payments it covers, and the payment run shows the supplier as exempt.

bills.ph fills the monthly 0619-E and the quarterly 1601-EQ from the withholding on the payments you made in the period, on the Bureau's own forms. Your accountant reviews the figures and files them.

New suppliers go through an onboarding checklist with documents such as the BIR 2303 and business permits, and must be approved before they can be paid. A supplier hold keeps a supplier out of every payment run until it is lifted.

Yes. Cash advances are requested, approved, disbursed and liquidated in bills.ph, with a per-employee ceiling and a cap on open advances. Liquidating or cancelling an advance releases the ceiling.