Bills and transactions: common questions

Why can't I see Transactions, Bills to pay or Vendors?#

Workers ("assigned work only") don't see money pages at all; they only see their own tasks. Everyone else can see them. See Roles: who can do what.

Why is there no New transaction or New bill button?#

View-only people and accountants can look at money pages but not add to them, so those buttons are hidden. Ask an owner or admin if you need to add things.

Why does my button say "Submit for approval" instead of "Add"?#

Employees' money entries go to an owner or admin for approval. If your workspace gives you a monthly spending limit and a money-out amount fits, the form says Within your spending allowance and the entry is added straight away. When you pay a bill with an allowance, the button says Submit payment instead: it's recorded right away if it fits, otherwise it goes to the approver you picked. Money in never uses your allowance, and out-of-pocket expenses (the Pay me back box) always need approval. Owners and admins can tick Needs approval at the bottom of the form to send their own entry for someone else to approve.

Why can't I delete a transaction or bill?#

Only owners and admins see Delete. If something you added is wrong, open it and click Request a change, or ask an admin to delete it.

Why can't I reopen a paid bill or a reconciled transaction?#

Only owners and admins can. Employees can ask an admin.

I changed a bill's amount and got "The bill can't be less than … already paid"#

Payments already recorded add up to more than the new amount. Remove the extra payment first (see See a bill's payments, remove a payment or reopen a bill), then change the amount.

Plainstamp says "That's more than the … still owed"#

You typed a payment bigger than what's left on the bill. Lower Amount paid now to the balance or less.

Plainstamp says "A payment for this bill is already waiting for approval"#

Someone already sent a payment for this bill to an admin. Check My requests (or My approvals) before sending another.

Why does a bill say "15% higher than usual"?#

The amount is well above that vendor's average for their last few bills (Plainstamp needs at least three earlier bills to compare). It's a nudge to check before paying, not an error.

Why does the form warn "This looks like a bill you already have"?#

The vendor and invoice number match an existing bill, or the vendor and amount match one dated within 10 days. Check it isn't a duplicate. You can still save if it's genuinely new.

A vendor I've never added is on the Vendors page#

Plainstamp adds a vendor automatically the first time you record a bill or transaction with a new name. It's labelled Added automatically. Open it to fill in their details, or delete it if it was a typo.

The invoice reader stopped filling in the form#

You've probably used this month's automatic reads for your plan. The file is still attached; type the details in. The count resets each month, and more reads come with bigger plans. See Snap a receipt and let Plainstamp fill in the form.

A page shows a lock and "comes with the … plan and up"#

That feature isn't part of your current plan. Owners and admins see a button to look at the plan that includes it; others are asked to talk to the workspace owner. Which plan includes what:

Why don't I see an Export button?#

Spreadsheet export is for owners, admins and accountants on the Team or Business plan. Employees and view-only people don't see the button. See Export your data.

Where did my reconciled transaction or paid bill go?#

To the Completed page. See Find files on Documents and finished items on Completed.