Let’s be real—keeping track of bills can get messy fast – for you, your book keeper or Accountant. Between personal expenses, business bills, emails, receipts, and those random paper copies floating around, it’s easy to lose track of what’s due when. That’s why I’m a big fan of going paperless. Not only does it help you stay organised, but it also saves time, space, and a whole lotta stress.
I often get asked by clients (and even friends!) how I manage bills and keep things running smoothly without a pile of paperwork on my desk. So today I thought I’d share two practical, easy-to-follow ways to go paperless with your bills—one using Xero, and the other using a simple Google Sheet or Excel system.
Whether you’re a small biz owner or just someone who wants to be more on top of things, these tips will help. And bonus: your book keeper accountant will love you for it! 😉
Option 1: Go Paperless with Xero (Great for Business Bills)
If you’re already using Xero, this is a no-brainer. It’s one of the best features, and it makes your life (and your book keeper accountant’s life) soooo much easier.
Here’s how it works:
Step 1: Enter Bills Into Xero
When a bill comes in, simply enter it into Xero as a bill to pay. You can add all the details:
- Supplier name
- Description
- Amount
- Due date
- Even attach a copy of the bill (PDF, image, whatever you’ve got)
This means everything is stored in one place, and you can access it from anywhere.
Step 2: Run the Aged Payables Report
This is the magic part. Either daily or weekly, run the Aged Payables – Detail report in Due Date order. This will show you exactly what’s due, and when.
No more guessing. No more “oh no, I forgot that electricity bill was due today!”
This report is also super handy when planning cashflow. You can see at a glance how much is due in the next 7, 14 or 30 days, and make sure you’ve got the funds lined up.
It’s clean, it’s clear, and it’s fully digital. Your book keeper accountant can also jump in and see the same info in real time, so they can help you plan or advise on when to pay what.
Pros of the Xero Method:
- All your bills stored with attachments, in one secure system
- Can access from anywhere
- Run reports to plan payments
- Perfect if you want your book keeping tidy and centralised
- Bonus: reduces paper clutter (and no more digging through folders!)
Option 2: Google Sheet or Excel Tracker (Great for Mixed Personal + Biz Bills)
Now this one’s a little more manual, but still super effective, especially if you want to track business and personal bills together (or if you’re not using a system like Xero).
Here’s how to set it up:
Step 1: Create Your Spreadsheet
Open Google Sheets or Excel and create a table with the following columns:
- Type (Business / Personal)
- Supplier
- Description
- Amount
- Due Date
- How You’ll Pay (Bank Transfer, Visa, Amex, etc)
- Paid (yes/no)
You can colour code it if you want, or even freeze the top row for easy filtering. You don’t need to be a spreadsheet genius—just keep it simple and clean.
Step 2: Save Bills Electronically
When a bill comes in (email or download), save it into a Google Drive folder for that month. For example:
- 2024 > May > Telstra.pdf, AGL.pdf, etc
This way, even if your internet banking or supplier login doesn’t show you the PDF later, you still have it.
Step 3: Check Weekly (or Daily if You’re Keen)
Go into your spreadsheet, filter by Due Date, and see what’s coming up. Once you pay the bill, mark it as paid.
This is a great way to get personal visibility over your bills without relying on systems or apps.
And if you have multiple businesses or different types of accounts (say, a trust or rental property mixed in with personal), this is a great all-in-one solution.
Pros of the Spreadsheet Method:
- Everything in one place – personal + biz
- Easy to customise
- Shareable with your book keeper accountant if they need it
- You have more control over how you track and store info
- No software needed
Which One Should You Use?
Honestly, both work really well. If you’re all-in on Xero and mostly dealing with business bills, then go with Option 1. It’s efficient, powerful, and your book keeper accountant will have a clear view of your obligations.
But if you want a mix of business and personal in the same system, or just love a good spreadsheet (guilty 😉), Option 2 gives you flexibility and full control. Plus, it’s free.
Some of my clients even use both. They manage business bills through Xero and keep a Google Sheet for their personal stuff. Totally up to you.
Final Thoughts
The main thing is this: don’t rely on your inbox, your memory, or piles of paper to manage your bills. Going paperless means:
- Less stress
- Better cashflow planning
- Easier reconciliations
- Happier book keepers
Whichever method you choose, just make it work for you. If you’re not sure where to start or want help setting up a system, I’m always happy to help. Getting your bills under control (and off your desk!) is one of the best things you can do for your peace of mind.
Go paperless, go organised, and trust me – your future self will be grateful 🚀 If you need a hand, contact me today.