Overview

The Invoice feature lets users:

  • Upload and digitize invoices

  • Match them to existing purchase orders

  • Export invoice data


TABLE OF CONTENTS

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.

    • Optional: vendors can send invoices to an email set up by QTM staff to appear in the invoice inbox. Please contact support to enable this.
    • Emails can contain PDF and Excel files, only PDFs scan into QTM automatically.

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


Uploading an Invoice

  1. Upload or use drag and drop to upload 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.


Splitting a Multi-Invoice PDF

Some suppliers send multiple invoices in one PDF file. Use Extract to separate each to it's own invoice:

  1. Click Extract next to the file in the Inbox to open the scanned document.
  2. Select the page(s) that belong to one invoice, then click Extract To New Invoice.
  3. Repeat for each remaining invoice in the file.
  4. Each extracted invoice is then processed the same as a single-invoice upload.
  • Note: the original invoice file is not modified when extracting invoices. The original will need to be deleted manually after extracting all invoices. 


Reviewing Invoice Details

  • The system alerts if an invoice number is duplicated to prevent double payments.
  • Key details (PO number, invoice date, invoice number, project, supplier) are extracted.
  • Manually link or unlink invoices if needed.
  • Invoice line items are displayed for review.
  • Invoice Date note for Vista Viewpoint users: an option will appear to change the Batch Date if the invoice needs to be sent to a previous batch:

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:

  • Invoice items tab
  • Three-Way Match tab
  • Attachments: the uploaded invoice file
  • 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.


Invoice Inbox Setup


To check if you have an invoice email setup, view your Company Settings (Admins only):


If you do not have one set up please reach out to QTM support to enable this if needed. 



Need help?

Reach out to our Customer Support team: