Overview

The Invoice feature lets users:

  • Upload and digitize invoices

  • Match them to existing Purchase Orders (POs)

  • Export invoice data


How to Use Create Invoice

Invoice Inbox vs. Manual Creation

  • Invoice Inbox: Upload one or many (bulk) invoices. The system scans and extracts details automatically. Enter some details manually when ready.

  • Manual Creation: Scan & extract details on a single invoice, enter some details manually to complete.


Uploading an Invoice

  1. Drag and drop the invoice file to the inbox.
  2. The system scans for a PO number and links it automatically if found.
  3. Extracted data appears in the invoice approval form.

Reviewing Invoice Details

  • The system alerts if an invoice number is duplicated to prevent double payments.
  • Key details (PO number, issue date, invoice number, project, supplier) are extracted.
  • Manually link or unlink invoices if needed.
  • Invoice line items are displayed for review.

Matching Items

  • The system auto-matches invoice items to PO line items.

  • Adjust matches manually if needed.

  • Click Save and Close, then request approval.


Understanding the Invoice Status Icons


Once an invoice is matched, QuoteToMe checks it against the PO and shows three status icons on the Invoice Items panel. Each icon's color tells you whether that check has passed, needs attention, or is still pending.



Color Key

  • Green - Passed/Complete. The check has been passed successfully.
  • Yellow - Attention Needed/ There is an item that may require action.
  • Grey - Pending/Not Available. The check has not been complete or evaluated.


What to Do

  • If you see a yellow icon, something is missing or needs attention — follow the on-screen guidance to resolve it.
  • A yellow icon will not block sending the invoice for approval, but the underlying item should still be resolved.
  • Review any items that exceed PO amounts and take the necessary action before approving.

Approving Invoices

The Invoice Approval page shows:

  1. Invoice items tab
  2. 3 Way Match tab
  3. Attachments: the uploaded invoice file
  4. Internal Comments/History: a panel for internal comments and history trail


From here, approvers can:

  1. Review the status icons
  2. Switch to the 3-Way Match tab to see matching details
  3. Adjust matches if needed
  4. Approve the invoice.

Viewing and Exporting Invoices

  • View pending and approved invoices on the Invoice homepage.

  • Select Export and choose a date range to download a CSV file.

  • Users can filter and analyze the data as needed.




Need help?

Reach out to our Customer Support team: