Draws from the right pool
Point the bill at the products or services retainer and the available balance moves with it. No spreadsheet reconciliation at month end.
Platform · Bills
Pay the people who keep
Pay the people who keep
the install on schedule
Drop a contractor invoice and Workroom reads it. Route it for approval, then send the payment or schedule it for later — with every dollar still attached to the project, the retainer pool, and the vendor it belongs to.
Bills
AllDraftPendingApprovedPartialPaidVoid
+ Create bill
Paid$1,250.00
Outstanding$13,898.80
Due this month$2,300.00
30+ days overdue$0.00
Bills6
Bill #PayeeProjectPoolStatusBalance
BL-0005Contractors EdgeAshwood Residence—
Approved$2,899.70
BL-0004Rose TarlowAshwood Residence—
Approved$2,899.70
BL-0003Kessler MillworkKessler Residence—
Pending approval$2,899.70
BL-0002StarkAshwood ResidenceProducts
Approved$2,300.00
BL-0001Visual Comfort & Co.Robin ResidenceProducts
Paid$0.00
Trusted by the studios doing the work
1 PDF
is all Walter needs to fill in the payee, invoice number, dates, and every line item
6
states a bill moves through: draft, pending, approved, partial, paid, void
2
retainer pools a bill can draw from — products or services, never guessed
$0
spent on a separate bill-pay tool, because the payout runs from the record
Capture
Drop the invoice. The form fills itself.
A contractor emails a PDF. You drop it in, and Walter reads the whole document — payee, invoice number, invoice date, and each line with its amount. What it isn't sure about, it says so instead of quietly guessing.
Drop a contractor invoice to auto-fill.
PDF · max 20MB
Contractors Edge
Ashwood Residence
Walter wasn't sure — please fill in.200564
09/25/2030
Millwork — primary bath$1,000.00
Install labor$750.00
Finish carpentry$960.00
Tax (7%)$189.70
Total$2,899.70
Bills without a project are business bills — rent, software, insurance — and they stay out of project margin on purpose.
Pay
Approve it, then actually pay it
Send the payment to the vendor now, schedule it for the day it's due, or record one you already made by check. The bill closes itself out either way.
BL-0005 · Contractors Edge
Ashwood Residence · Contractor inv #200564
Approved
Total$2,899.70
Paid to date$0.00
Balance remaining$2,899.70
Edit bill
Void bill
+ Record payment
Send payment
Millwork — primary bathDue at delivery$1,000.00
Install laborDue on install day$750.00
Finish carpentryNet 30$960.00
Tax (7%)—$189.70
CONTRACTOR INVOICE
#200564
Contractors Edge · Sep 25, 2030
Total due $2,899.70
The original document stays attached to the bill, so the person approving it can read what they're approving.
No payments recorded yet.
Send a payment or record one made outside Workroom, and it lands here with method, date, and reference.
SubmittedDana W. · Jul 3, 2026
ApprovedMarisa K. · Jul 3, 2026
Payment sentWaiting on you
The connected record
A bill is never just a bill
Carries its own approval trail
Who submitted it, who approved it, and when — stored on the bill rather than in a thread someone has to go find.
Keeps the original document
The contractor's own invoice stays attached, so whoever approves the payment is reading the document it came from rather than someone's retyping of it.
Builds the vendor's record
Every bill, payment, and purchase order for that trade collects on their contact record — so "what have we spent with them this year" is a question you can answer.
Lands in project margin
Every approved cost reaches profitability and reporting on its own, so the number you look at on Friday is the real one.
Syncs to the books
The payable reaches QuickBooks with its vendor and project intact, so your bookkeeper isn't re-typing what you already entered.
On site
The trade gets paid on the day you said
Millwork goes in Thursday. The invoice was approved Monday and the payment is already scheduled — so the conversation on site is about the work, not about when the money is coming.
Bill detailBL-0005 · Contractors Edge
Approved
Total$2,899.70
Paid to date$0.00
Scheduled paymentOct 29
Send payment
Record payment
Set it once, per firm
The person who enters the bill should not be the person who pays it
Separation of duties sounds like a phrase from an audit report until the month a studio pays a duplicate invoice, or a vendor emails updated bank details and somebody helpfully updates them. Both are ordinary. Both are avoidable by making entry and release two different people.
Workroom does not put that rule on the Bills page, because it is not really about bills — it is about who someone is. Turn on Require approval before paying on a permission set, and anyone holding that set can code and queue a bill but cannot release the money.
- Entry and release split across two permission sets
- Approvers are members granted the approve / reject right
- The account owner is always an approver
- Nothing pays automatically
BillsAccounts payable — approvals and defaults.
Approval workflow
Bill approval is controlled from Permission Sets. Turn on “Require approval before paying” on any active permission set to gate paying a bill until an approver signs off. Approvers are members granted the “Approve / reject bills” permission — plus the account owner.
Who that means, in practiceBookkeeperCan enter and code bills — cannot release payment
61 of 218PrincipalFull admin rights — always an approver
All 218"Our millworker used to call me about a payment. Now he doesn't have to — it goes out the day it's due, and I can see that it did without opening a second app."
Tessa B. — Operations Lead, seven-person studio
Questions we hear
Bills, specifically answered
Can I actually pay the vendor from Workroom?
Yes. You can send the payment to the vendor, schedule it for the date it's due, or record a payment you made another way. The bill's balance and status update from whichever you choose.
What happens if Walter misreads the invoice?
It tells you. Fields it couldn't confidently extract are flagged with "Walter wasn't sure — please fill in" rather than being filled with a guess. You review before anything is submitted.
Can I enter a bill that isn't tied to a project?
Yes — choose "No project (business bill)". Rent, software, and insurance stay on the books without distorting any project's margin.
Does an approved bill reach my accountant?
The payable syncs to QuickBooks with its vendor and project intact, so the books match the project record without a second round of data entry.
Who is allowed to approve a bill?
Approval is a distinct step from entry, and the trail records who submitted and who approved along with the date. A studio that wants one person entering and another releasing money can work that way.
See the connected workflow
Run the project. See the real margin.
We'll show you how a contractor invoice becomes an approved, paid bill — and where that money shows up afterwards.