Overview

The Invoice feature lets users:

  • Upload and digitize invoices

  • Match them to existing Purchase Orders (POs)

  • Export invoice data


How to Use the Invoice Feature

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 a PO 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

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

  2. Adjust matches manually if needed.

  3. Click Save and Close, then request approval.


Reconciliation Checklist

After the system processes the invoice, it provides a reconciliation checklist to ensure accuracy before approval:

Action Items

  • If there is a yellow indicator, it means something is missing or requires attention.

  • Follow the directions to resolve the issue.

  • A yellow indicator will not block sending for approval, but the items need to be resolved. 

  • A red indicator will prevent the invoice from being sent for approval. Please correct any issues.

Approving Invoices

  • The Invoice Approval page shows:

    • Original PO

    • Digitized invoice

    • Three-way matching (PO items, invoice items, received items)

  • From here, approvers can adjust matches and approve invoices.

Viewing and Exporting Invoices

  1. View pending and approved invoices on the Invoice homepage.

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

  3. Users can filter and analyze the data as needed.



Need help?

There are three ways to reach our Customer Support team: