ProductsBilling & FinanceInvoicing & Vendor Bills

Invoices from approved hours. Vendor bills compared with them.

A client invoice is drafted from approved hours, with each approved day on one invoice. A sub-vendor's bill is compared line by line with the same hours and the agreed pay rate, and a difference is held before you pay.

Invoicing & Vendor Bills Available

Invoicing

Each approved day on one invoice.

Draft an invoice from a client's approved hours; a day already on an invoice is not offered again, and voiding the invoice releases it. Lines carry the hours and rate fixed at approval, and the PDF goes out from EkaSetu with your logo.

Invoice INV-0142 · to Crestline Partners Sent

Line	Hours	Amount
Ananya RaoSep 29 – Oct 3 · $96.00/h	40.0	$3,840.00

Sub-vendor bill has 2.0 h more than approved

Meridian Tech Staffing bill MB-208: 42.0 h × $72.00 = $3,024.00. Approved: 40.0 h = $2,880.00. Held for review.

Margin this week (owners and admins) $960 · 25%

Vendor bills

Compared line by line before you pay.

When a sub-vendor's bill arrives, uploaded in their portal or by your staff, each line is compared with the approved hours at the agreed pay rate. A difference is held with its reason until someone looks at it; a matching bill is ready to pay.

Bill MB-208 · Meridian Tech Staffing Week of 5 Oct · compared with approved hours 2.0 h held

Line	Billed	Approved	Difference
Ananya Rao · 40.0 h at $72.00	$2,880.00	$2,880.00	–
Tom Becker · 38.0 h at $68.00	$2,584.00	$2,448.00	+ $136.00
Total	$5,464.00	$5,328.00	+ $136.00

The difference stays held, with its reason, until a staff member decides.

Chain billing

Bill whoever pays, anywhere in the chain.

Bill any party above you, or split a placement's billing by percentage or amount per hour. Vendors accept or dispute invoices raised from their approved hours (self-billing). Numbered charges to sub-vendors (fees, chargebacks, equipment) are netted against their bill or paid separately.

Chain billing · Ananya Rao Northwind Health placement · October Split

Bill to Crestline Partners Prime vendor · 70% of the hours Invoice
Bill to Northwind Health End client · 30% of the hours Invoice
Self-bill SB-0007 · Meridian Tech Staffing Raised from October's approved hours To accept
Charge VC-0003 · equipment Laptop · netted against Meridian's bill Netted

Payments and credits

Payments recorded. Mistakes corrected, not erased.

Record a payment across several invoices, keep credit on account, and refund when you must. A sent invoice is corrected with a numbered credit note or an adjustment invoice, and the original stays as it was issued; statements per client show the result.

Payment · Crestline Partners Received Thu 15 Oct · $7,296.00 by ACH Applied

NW-2026-039 Week of 21 Sep · $3,840.00 $3,840.00 Paid
NW-2026-041 Week of 5 Oct · $3,840.00 $3,456.00 Part paid
Credit on account Applies to the next invoice $0.00

Open: $384.00
Overdue: $0.00
Credit notes: 1

Credit note CN-2026-007 corrected NW-2026-041 by $384.00; the original invoice is kept as issued.

Exports

Files for QuickBooks and payroll, from the same numbers.

Invoices and vendor bills download as QuickBooks Online (CSV) and QuickBooks Desktop (IIF) files; approved W-2 hours as files for Gusto, ADP Workforce Now and SurePayroll. A live QuickBooks Online connection is planned, with no date.

Exports October 2026 Files

QuickBooks Desktop (IIF) 4 invoices, 2 vendor bills · 15 Oct Downloaded
QuickBooks Online (CSV) 4 invoices · 15 Oct Downloaded
Gusto payroll file Pay period 1 to 15 Oct · 12 W-2 consultants Downloaded
Live QuickBooks Online connection Approved invoices and bills sent without a file Planned

Works with

Built on theEkaSetu Platform

Questions

Asked before a walkthrough.

How does EkaSetu keep a day from being invoiced again?

An approved day is added to one invoice. While it is on that invoice it is not offered for another; voiding the invoice releases the day so it can be invoiced again. Staff see which days are still unbilled per client.

What happens when a vendor bills more than was approved?

The line is compared with the approved hours at the agreed pay rate, and the difference is held with its reason. The bill waits until a staff member approves the matching amount, asks the vendor, or accepts the difference.

How do we fix an invoice that has already been sent?

With a numbered credit note or an adjustment invoice. The original invoice is kept as it was issued, the correction references it, and the client's statement shows both.

Does EkaSetu post to QuickBooks itself?

Not yet. Today invoices and bills download as QuickBooks Online (CSV) and QuickBooks Desktop (IIF) files. A live QuickBooks Online connection is planned, with no date.

See approved hours become an invoice.

A 30-minute walkthrough with Northwind Health's sample week: the invoice, the vendor bill check and the margin.

Book a walkthrough How pricing works

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