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When a bill from Bills We Have to Pay has been paid, it can be placed in this file. This file is for all expenses which have been paid. If an invoice or account has been paid by cheque, mark the invoice as ‘Paid’, with the date and cheque number. If the payment amount is different to the invoice amount, you should make a note directly on the invoice explaining the discrepancy, in case the payment is disputed at a later date.

If the payment is by credit card, attach the credit card receipt to the invoice. In the case of telephone payments using a credit card or B-Payments, record the payment type, date and the amount paid on the invoice. If a receipt number is provided, write this on the account as well.

After the payment has been recorded in the Cash Payments Journal, (see a sample page here), these bills can be transferred for filing .

There are two suggestions for filing paid accounts, and both are acceptable:

1. Establish a file for each supplier and file the accounts under each supplier's name or by alphabetical order in manila folders, or
2. place all the paid accounts into one shelf file in a lever arch file or D-ring file, in chronological order.