How to use Pay & Receive

Add a bill or customer invoice

1. Click Add and choose the company.
2. Choose Bill to pay or Customer invoice.
3. Enter the name, amount, invoice number or reference, and due date. Add the supplier's IBAN for a bank payment.
4. Click Save. If a supplier or invoice may already exist, check the matching details first.
5. The entry fields clear after a successful save. Open To pay or To receive to see saved records.

Your role may show Send for approval instead. The owner reviews those entries in Review.

Paste rows from a sheet

1. Open Add and find Paste rows / sheet.
2. Choose the company and whether these are bills or customer invoices.
3. Copy these columns: Supplier, IBAN, Amount, Reference, Due date. You can also choose a CSV or XLSX. Headers help identify columns.
4. Click Preview. Check amounts and dates. Sheet dates use day/month/year; 2026-10-16 also works.
5. Fix rows needing attention, or uncheck them to keep for later.
6. Click Save selected rows. If a selected row fails a check, nothing in that submission is saved.

Example: Harbour Supplies · supplier IBAN · 125.50 · HS-101 · 16/10/2026. Amounts such as 125,50 work too. Preview up to 1,000 rows together. Private drafts keep unfinished work. Successfully saved rows clear; unchecked preview rows stay for later. Customer sheets can omit IBAN and include a mobile number.

Make a bank file

1. Open To pay. Choose the company, bank account and payment date.
2. Select the bills. Select all ready bills selects eligible bills in the current view. Selections stay saved across pages.
3. Check the total. Enter a smaller amount beside a bill for a part payment.
4. Click Check selected payments. Review the recipients, count and total, then approve the payment file.
5. Click Download bank file. Download payment list gives a separate CSV for your records.
6. Upload and review the file in your bank. You authorize payments there.

Downloading a file does not mean payment was made. Re-downloading returns the same content and payment codes.

Record a payment or receipt

1. For a bank file, open To pay → Bank files → Record bank result.
2. Record the actual outcome, date and bank evidence for each instruction. Record failures separately.
3. For a payment outside a file, open the bill or customer invoice and use Record payment or Record receipt.
4. Enter the actual amount and date. Part payments leave the rest unpaid.

Past payments keeps the history. Correcting an entry does not cancel a real bank transfer. For Zoho bills, record the payment in Zoho too and check its next update or source match.

Track customer invoices

1. Add a customer invoice with an optional mobile number. Choose bank transfer, cheque or cash, and your own company bank account where appropriate. A customer IBAN is not needed. Open To receive to see unpaid invoices.
2. Use Edit details to add a promised receipt date or note. The original due date stays visible.
3. Use Record receipt when money actually arrives.
4. Prepare a customer statement if needed and check the draft before sending it yourself.

A promise is not money received. Customer emails are separate from your daily owner reminder.

Keep monthly bills for next month

1. While adding a bill, open Recurring payment or other payment method.
2. Choose Monthly, Weekly or another repeat schedule.
3. Save the bill. Each period has its own date and payment status.
4. Record this period's payment. The next period remains unpaid.

Recurring records appear during their due week, Monday–Sunday. Unpaid overdue occurrences stay visible. Use All upcoming occurrences when planning ahead. The schedule continues automatically. Supplier details stay saved after a one-time bill is paid.

Check new information

1. Open Review.
2. Compare previous values with the new information.
3. Use Check details for a supplier match, changed IBAN or missing field.
4. Select straightforward updates to approve together, or review individually.

Pay/Receive invoice changes wait here before changing active invoice records. Approval does not authorize payment. Review the newest version if the source changes.

Import from Zoho Books

The connection is read-only. Choose the matching company and import bills or customer invoices into Review. Check each change before approving it. Bremto does not post changes into Zoho.

Read a supplier bill or photo

1. Open To pay → Attach PDF / take photo.
2. Choose your company and Upload PDF or saved image, or Take a picture. Keep one bill in each document.
3. Click Read bill. Tesseract extracts suggested fields privately on your server.
4. Open the ready document and compare its original with the supplier, amount, reference, due date and IBAN. Correct any missing or uncertain value.
5. Check the confirmation and click Save bill. Restricted users submit for approval instead. If a similar supplier is found, use Supplier matching to choose the correct contact or explicitly confirm a new supplier.
6. Select saved bills in To pay and prepare the BOV or Revolut file. Check new bank details independently before using them.

Supports PDF, JPEG, PNG and HEIC, up to ten files of 10 MB each and twenty pages per PDF. Reading may need a clearer image; it does not guarantee every field. Saving a bill never sends money or changes Zoho.

Select, edit, delete and undo

1. In Home, To pay, To receive, Contacts, click Select records.
2. Choose individual rows or Select all. Select all includes every page of the filtered list.
3. Edit selected bills, or Delete selected. Check the count first: deleting a recurring bill removes its whole schedule.
4. Undo restores the last deletion immediately. Later, open Deleted records from the menu, select records and Restore.

The owner can choose Delete permanently in Deleted records, type DELETE and confirm. Only unlinked records are eligible. Payments, bank files and audit history remain preserved. Changes never edit Zoho or send money.

Companies

The owner can add and edit companies from Companies. Delete company lists linked data that must be removed first, including deleted records, unused bank accounts and access assignments. Only an empty company can be deleted, after typing its name and confirming. Retained payment/accounting evidence can prevent deletion; it is never erased by deleting a company.

Your account and daily email

1. Sign in with your invited account. Use Forgot password if needed.
2. The owner chooses reminder time and how many days before a due date to be reminded. Invited users do not receive those reminders.
3. Use Log out when finished. Records and downloads require login.
4. Open My profile to update your name, password and security. The owner manages users here. New staff default to Add records only: they can submit new records for review, but cannot read existing financial records, edit/delete them, approve files or invite users. The owner may explicitly choose broader Bookkeeper, Viewer or Approver access. Choose company access explicitly.
5. Account security offers optional two-step sign-in and private recovery codes.

Reminders run while you are logged out. Paid bills stop producing due reminders. Email links still require sign-in. Keep passwords, bank codes and accounting secrets private.

Something did not work?

Fix the field named in the message. Update reloads records without discarding a saved draft. Confirm a changed IBAN independently before approving it.