Receipt Bot Update: Groundwork for Standalone Payments & Refreshed Transaction Types
Published: 11-Apr-2026
We’re rolling out a structural update to Receipt Bot that lays the foundation for a much-anticipated automated payment matching feature.
✨ Structure Changes
Separate Bill and Payments Records
Until now, Receipt Bot has stored a bill or invoice and its payment together as a single document. This worked for basic “mark as paid” cases, but it prevented users from recording standalone payments or applying a partial payment against an invoice — something users have asked for.
With this update, bills and invoices are now recorded separately from their payments, with a link between the two so you can still trace which payment belongs to which document. This restructuring is just the foundation work for the upcoming Payments feature, which will let you create standalone payment records, link individual payments directly and more.
On the Purchases and Sales pages, nothing changes visually. The bill and its payment continue to appear together on a single line, with the payment method shown in its own column. The structural split is visible in Document Management, where you’ll see new document IDs for the payment side of historical transactions — your original bill and invoice records are preserved.
Refreshed Transaction Type Names Aligned with Industry Standards
Because the bill-and-payment restructuring required us to update the transaction types, we took the opportunity to refresh the full set of names. The new names align with the conventions used across major accounting platforms, so terminology feels familiar regardless of which system a user has worked with before. Historical records have been migrated automatically — no action is required on your end.
| Previous Name | New Name |
|---|---|
| Purchase Invoice | Vendor Bill |
| Paid Purchase Invoice | Vendor Bill |
| Supplier Payment | Money Spent |
| Credit Note (Purchase) | Vendor Credit Note |
| Sale Invoice | Customer Invoice |
| Paid Sale Invoice | Customer Invoice |
| Customer Payment | Money Received |
| Credit Note (Sale) | Customer Credit Note |
In addition to the renames above, five new transaction types have been introduced to support standalone payment workflows: Vendor Payment, Customer Receipt, Vendor Refund, Customer Refund, and Bank Transfer.
The previous Paid Purchase Invoice and Paid Sales Invoice types have been removed — those records are now represented as bills or invoices linked to separate payments. If your firm maintains internal SOPs or training materials that reference the old names, please update them to the new terminology.
New Payment Status Field on Purchases and Sales Pages
Previously, there was no dedicated indicator showing whether a document had been paid — users had to infer it from the transaction type or check the payment section.
A new Payment Status column now appears on the Purchases and Sales pages, clearly marking each document as “Paid” or “Unpaid” based on whether a payment method has been recorded against it. This small but useful change makes triaging outstanding bills and invoices faster.
A Note on Integrations and Billing
Your integrations with Xero, QuickBooks, Sage, and other accounting software are not affected by this update. Receipt Bot has always pushed the bill and its payment as two separate records to your connected ledger, so the data landing in your accounting software continues to behave exactly as before.
Payment records — whether created during this migration or in the future — do not count toward your document quota and will not affect your billing.
