📄 Obligation: Enter outstanding bills into Float (weekly)

Obligation: Enter outstanding bills into Float (weekly)

Frequency: Weekly

Seat: Customer Support Admin

Why: Vendors paid on time give us better terms, faster shipping on rush procurement, and the benefit of the doubt when something goes wrong. The two-step CS Admin → GM workflow exists so a second pair of eyes always sees outgoing money — but it only works if bills are queued in Float promptly each week. "Hit Our Marks" with our suppliers, and "Own the Details" on every bill before GM approval.

Procedure:

  1. Collect every bill received since the last weekly entry (inbox, helpdesk, Flex POs, vendor portal emails).
  2. In Float Financial, enter each bill as a payable:
  3. Vendor name (match exactly to existing Float vendor record, or create new with full mailing details).
  4. Invoice / bill number and date.
  5. Due date per the vendor's terms.
  6. Amount + GL code (cross-reference the F&A Manager's Manage Float Transactions obligation for GL conventions).
  7. Attach a PDF of the bill.
  8. Cross-reference against Xero Business → Bills to Pay → Awaiting Payment — any bill already in Xero but not in Float is a gap; any in Float but not in Xero will be reconciled by F&A Manager later.
  9. Notify the GM (DM or task comment) that a batch is ready for approval.
  10. Mark the recurring Odoo task complete with a short note ("N bills entered, $X total queued for GM approval").

Handoff:

After GM approval (see Obligation: Approve outstanding bills in Float on the GM role profile), Float executes payment. The F&A Manager's existing Reconcile Transactions in Float obligation closes the loop into Xero.

Source of truth: Float Financial for the payment workflow; Xero for the booked accounting.

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