How to pay a vendor from an uploaded statement in Books?

TB Books · payments · Last updated September 13, 2026 · Version 1

This process works in apps: TB Books

This article will teach you how to upload a vendor statement or payment remittance, review mismatches, and apply matched amounts to a bill payment.

Vendors send account statements (remaining balances) and payment remittances / ROA advices (invoices they just applied a payment to). In Record Payment Made you can upload either PDF or CSV. Books reads the lines (AI for PDFs and messy files) and detects which kind it is. Open statements match remaining balances to open bills. Remittances apply the Paid amounts to those open bills so you can record the payment even though the vendor already shows $0 due. If invoices are missing or amounts differ, a variance table lists them so you can download a report and investigate before paying.

Steps

• Open Purchases → Payments Made (or a vendor profile) and click New Payment so Record Payment Made opens.
• Select the vendor, then click Upload Vendor Statement and choose a PDF or CSV (open statement or remittance / Payment #).
• Wait for analysis. A progress bar and estimated time remaining stay on screen while Books reads the PDF — keep the payment window open. Confirm matched bills, then read any variance rows (not received, amount mismatch, or — on open statements only — bills missing from the statement).
• If there are variances, click Download Variance Report and investigate those POs before paying them.
• When matched lines look right: for an open statement choose Current due amount or Full statement amount; for a remittance, Books already uses the paid amounts. Click Apply Statement to Payment or Apply Remittance to Payment.
• Amounts fill on the open bills. Choose Paid Through, payment date, and mode, then Save Payment.
• Open the payment Documents section (and the vendor Documents tab) to find the original file and the analysis file.

Conclusion & best practices

Never pay unmatched statement lines until the bill exists in Books — a PO with no open bill usually means the goods were not received yet, or that bill is already paid in Books. Remittances only list the invoices in that payment; other open bills stay unpaid. Keep the variance CSV with the payment so AP and the next accountant can see why a line was skipped. Reading a PDF uses one AI credit on your Books usage; a CSV with recognizable PO and amount columns is read without AI.