# Charges and bills

Terms > Agreement and charges · How it works · https://vendordue.com/docs/charges-and-bills

**In short:** A charge is money a vendor owes you, like booth rent or a setup fee, once or on repeat. Each charged day makes a bill, numbered like B-2026-0001, that comes off the vendor's next payout unless they pay you directly first.

Who: Admin. Where: Settings > Vendors.

Some vendors owe you money as well as earning it: rent for a booth, a monthly fee for shelf space, a one-off fee to set them up. In VendorDue that's a **charge**. You never have to ask for it: it comes off what you owe them.

## Add a charge

For every vendor, in **Settings > Vendors** under **Charges**: press **Add a charge**.

For one vendor, on their **Money** tab: press **Add a charge**. It sits at the end of the **Charges** line while the line is closed, and under the list once it's open.

Then:

1. **Name** it, like Booth rent. "They see this name on their payout."
2. Type the **Amount**.
3. Choose how often: once, every week, every month, every 3 months, every year, or every so many days, weeks or months.
4. Pick the day it's **First charged on**, and save.

A charge for every vendor charges each confirmed vendor "from the day their agreement started, and gets a bill on each day." On a vendor's Money tab, **Only them** beside it gives that vendor their own amount, or **Don't charge them**.

## Bills

Each day a charge falls on makes a **bill** for that vendor: a number like B-2026-0007, the charges on it, and where it stands. The vendor gets an email, "Bill B-2026-0007 from Fernhill Pottery", and sees it on their page.

| A bill reads | Means |
| --- | --- |
| **Open** | Not paid yet. It comes off their next payout, unless they pay you first |
| **Taken from** a payout | Their payout took it, P-2026-0012 for example |
| **Paid** | They paid you directly, on a day, by cash, check, bank transfer or another way |
| **Taken back** | You took the charge back, so nothing is owed |

## How a bill is paid

Usually you don't do anything: their next payout takes it. The payout lists the charge as a line, so the vendor sees exactly what came off:

**Quillfield Goods' payout** (example)

| | |
| --- | ---: |
| Sales | $612.00 |
| Booth rent | -$150.00 |
| **Paid to Quillfield Goods** | **$462.00** |

If a vendor's charges are more than they've earned, nothing lands for them, and the bill stays **Open**. It's listed under **Owed to you** in **Payouts > To pay** until a later payout covers it or they pay you directly. When they do, press **Record money received**. See [Bills and Owed to you](https://vendordue.com/docs/owed-to-you).

## Stop, remove or take back

- ****Stop**** a repeating charge: "Nothing more is charged after today. What it already charged stays, and you can take any of it back."
- ****Remove**** a charge that hasn't charged anything yet.
- ****Take back**** one charged day: "It goes back to them on their next payout." You're asked why, like "Charged by mistake".

To change an amount, stop the charge and add a new one, so the days already charged keep what they said.

When a vendor's agreement ends, their charges stop by themselves.

## Common questions

**Can a vendor pay their rent to me directly?** Yes. Record it with Record money received on Owed to you. Their next payout then doesn't take it.

**What if I charged a vendor by mistake?** Take back that day's charge. It's given back on their next payout, with the reason.

**Do charges stop when a vendor leaves?** Yes. When their agreement ends, no new charge is made. Bills already made stay until they're paid.

**Does VendorDue collect the money?** No. A charge comes off what you owe the vendor, or the vendor pays you and you record it. VendorDue never takes money from anyone.

Checked against VendorDue on 2026-10-08.