Overview
Supplier Rules let you pre-set how bills from a specific supplier or subcontractor should be handled so you don't have to configure the same settings every time you process a bill from them.
Once set for a supplier these rules apply automatically the next time you process a bill from that supplier.
You can access Supplier Rules two ways:
From the Set Supplier Rules panel while processing a bill.
From the supplier's contact record, under the Bill Settings tab. Contacts > Suppliers(or Subs) > Applicable contact > Bill Settings.
Both surface the same settings.
Supplier/Sub Settings and Rules
-Due Date Rules
Set how Jack determines a bill's due date for this supplier:
Fixed offset — e.g. always 14 days after the invoice date or end of month.
Use bill due date first, when available — if the scanned bill includes its own due date Jack uses that; otherwise it falls back to your fixed rule.
💡 Useful for suppliers whose invoices sometimes include a due date and sometimes don't.
-Line Item Handling
Don't extract line items on this supplier When enabled, Jack skips scanning individual line items for this supplier and instead records the bill as a single line for the total amount.
💡 Good for suppliers who send bills with many line items you don't need itemized against the budget (e.g. a materials supplier invoice) when you only care about the total.
-Default Tax Rate
Set the default tax rate applied to bills from this supplier.
Approval Workflow
Configure the rules a bill from this supplier must meet before it can move to Approved:
Needs to be linked to a purchase order to be approved — if enabled, a bill can't be approved unless it's linked to a PO.
Can be approved if it exceeds the PO amount — enabled by default. If disabled, a bill linked to a PO that would push it over the PO amount cannot be approved as-is.
Approval threshold — e.g. only require special approval if the bill exceeds the PO amount by a set dollar amount.
Assigned approver(s) — assign a specific role or specific staff member(s) as required approvers before the bill can move forward.
All assigned approvers must approve — if enabled and more than one approver is assigned, every assigned approver must approve before the bill moves to Approved status.
Check out this article on Bill Approvals to see the approver-facing side of this workflow.
Accounting Software Defaults
Set default sync behavior for this supplier's bills:
Default Account code: Which chart of accounts in your accounting software the bill pushes to.
Vendor in Quickbooks: Default status on sync (e.g. Awaiting Approval).
QuickBooks Customer: Linked contact in your accounting software.
Supplier Aliases
Aliases tell Jack which name variations on a scanned bill should match to this supplier.
When Jack scans a bill, OCR may pick up a slightly different version of the company name (e.g. a logo name instead of the registered business name).
Aliases are usually created automatically the first time a new supplier is set up (see Processing Bills), but can be added or edited anytime from Bill Settings.
Any future bill scanned with a matching alias links automatically to the correct supplier — no manual reassignment needed.