How can you check that a B2B invoice has gone through the approved reception platform and was then sent to the PPF, and where can you see this information in Spendesk?

When an invoice has been transmitted through an approved platform and has gone through the PPF, it displays “Electronic invoice”, “E-receipt” or “Credit note”, together with the shield icon. The reception method is also shown at the bottom of the invoice or credit note history.

If Spendesk is used as the approved platform for reception but another platform is used for issuing invoices, which address should be used?

Only reception requires an address registered in the directory, so that the invoice can be routed to the recipient. Issuing an invoice only requires a connection to an approved platform, which then sends it to the recipient’s reception address.

How should you handle an invoice that was first received and processed by email, and then received again through the approved platform?

Spendesk displays a duplicate alert when an invoice that has already been processed arrives again through another channel, such as email, manual import or the e-invoicing network. If the duplicate is an electronic invoice, do not reject it because this would delete the transaction data from the PPF. Instead, select More actions > Archive the electronic invoice. The invoice remains traceable in History, is still taken into account by the PPF for tax reporting and is not accounted for a second time.

Do all invoices have to go through the Spendesk inbox, including those that are not subject to e-invoicing?

No. Invoices that are not subject to e-invoicing can be forwarded to the inbox using the dedicated email address available under New request > Send your documents in one click > Email your supplier invoices and credit notes, or submitted directly through New request > Submit an invoice to be paid. Card receipts and standard expense claims must be submitted through their dedicated Spendesk flow.

Should employees provide their name and email address to the supplier to make invoice assignment easier?

Ideally, yes. This information improves automatic assignment of the electronic invoice to the correct requester.

What should you do if an electronic invoice is not received because the reception address was not ready yet?

You can ask the supplier to send a standard invoice, which continues to be accepted by the authorities without penalty until 31 December 2026, or ask the supplier to reissue the electronic invoice once the reception address is active.

Why might an electronic invoice be assigned to an employee as a personal invoice instead of remaining unassigned?

Spendesk may assign an invoice automatically when the supplier entered the employee’s name as the buyer, when a matching expense claim was found, when the invoice matches a purchase order created by that employee, or when the history of similar invoices shows a recurring assignment to that employee.

What is the difference between an e-receipt and a forwarded invoice?

An e-receipt is an invoice that has already been paid, transmitted through an approved platform and sent through the PPF. A forwarded invoice is sent to the Spendesk inbox through the dedicated email address and has not passed through the authorities’ channels.

What should you do when an invoice reaches the wrong approved platform, and can the supplier see the rejection comment?

Reject the invoice from the inbox and select the appropriate reason, such as an incorrect reception address. The supplier can see the reason for the rejection.

How can an administrator approve invoices on behalf of an owner who is absent for an extended period?

For a temporary absence, the approver can delegate approval rights from Profile > Roles and permissions > Transfer your approval rights > Delegate your approval rights, then select another member. If the rights were not delegated, only the account owner can force approval from their own account.

When an invoice is assigned to an employee, which approvals are expected, and can there be two approval levels?

The employee checks that the invoice is relevant, enters the description and completes the analytical fields so that it is routed to the correct approver. The invoice then follows the configured approval flow and is sent to Controllers in the Review step, where supplier bank details are checked and the payment method is selected.

Does the controller have to allocate 100% of the invoices received by the company?

No. The controller can submit an invoice themselves, rely on automatic assignment rules or use assignment rules based on the supplier, amount or other criteria when available.

Can an unapproved or rejected invoice be accounted for before a possible credit note is received?

At present, an invoice can only be accounted for after it has been approved by the designated approvers and checked by a Controller. If you are waiting for a credit note, do not reject the invoice. Place it in dispute instead, because it remains valid for tax purposes and must be accounted for. The credit note will then be received through the PPF and must also be accounted for.

How can you prevent and handle duplicates between an invoice entered manually and the same invoice received electronically?

A supplier should not send the same invoice through two channels. If this happens, duplicate detection compares electronic invoices, PDFs and receipts. If the duplicate is an electronic invoice, do not reject it. Select More options > Archive the electronic invoice (internally) to preserve traceability and prevent a second accounting entry.

Why does a “duplicate” status appear after submission in the inbox?

Duplicate checks are performed at each stage of processing, as not all roles have visibility over the same duplicates. The status typically appears in one of the following situations: a supplier sends the same invoice both via the e-invoicing network and by email, an invoice arrives after a matching card payment has already been processed, or a PDF was manually uploaded before the electronic invoice was received.

If the invoice matches an existing payment, select Submit anyway, then Already paid? to link it to the corresponding payment. If no action is needed, archive it directly.

Do not use Refuse the e-invoice (to PPF) in this case — this action sends a formal refusal to the supplier via the PPF and should only be used for invoices that are genuinely incorrect or disputed.

How can you link an electronic invoice received for a payment made with a Spendesk card to the corresponding card transaction?

Matching is usually automatic: the e-invoice is linked to the corresponding card transaction without any further action. If automatic matching fails, the invoice appears in the Shared Inbox. A Controller can then select Spendesk card as the payment method and link it to the correct transaction.

Is linking an invoice to a Spendesk payment restricted to the controller?

Access to the Shared Inbox, where manual linking is performed, is restricted to Controllers. Card-payment matching is automatic in most cases and does not require manual intervention.

How should electronic invoices corresponding to direct debit payments be processed?

An invoice paid by direct debit follows the normal approval workflow. It goes through the inbox and approval flow, then the Controller selects Direct debit in the Review tab before moving it to Bookkeep. There is no need to upload the PDF again: the electronic invoice received through the approved platform is the accounting document to retain.

Why does Spendesk detect some credit notes as invoices?

If a credit note is displayed as an invoice in Spendesk, do not process it as a new invoice or reject it without checking. Contact Support with the document number, issue date and issuing approved platform so that the classification can be reviewed.

How should an electronic invoice already received in Spendesk but paid by direct debit or bank transfer be processed in the AP module without uploading it again?

Process it through the normal AP workflow: approval, then the Review tab. Select Direct debit, Bank transfer or Paid outside Spendesk, as applicable. The invoice will move to Bookkeep without triggering a second payment. No re-upload is needed.

Can an electronic invoice already received but paid from the bank account be transferred to the AP module, rather than being rejected and cancelled?

Yes. It does not need to be rejected or cancelled. Follow the approval workflow, then select Paid outside Spendesk, Bank transfer or Direct debit in the Review tab. The invoice can then be accounted for without initiating an additional payment.

How should train or plane reimbursement requests issued in the employee’s name, without the company’s name, be handled?

When the ticket is issued in the employee’s name and does not mention the company, the transaction is treated as B2C and is outside the scope of e-invoicing. The employee should use the standard expense-claim flow and attach the ticket as supporting documentation. VAT deductibility is not automatically guaranteed when the ticket is issued in the employee’s name.

How should a restaurant expense above €150 be handled when only a standard till receipt is available?

The restaurant-receipt tolerance applies below €150 excluding VAT. Above that amount, request an invoice issued in the company’s name with the required identification details. A till receipt can be submitted as proof of payment, but VAT deductibility and compliance are not guaranteed.

How should a €0 invoice related to the first free month of a subscription paid with a Spendesk card be handled?

No payment is required for a €0 invoice. If the supplier sends it with a status showing that it has already been settled, Spendesk may treat it as a paid receipt and send it directly to History. If it appears in the inbox, a Controller can archive it. Do not refusal.

How should an electronic invoice be matched and accounted for when expense claims are managed on another platform and paid with a personal card?

If another approved platform receives the invoices related to expense claims, they are routed there and cannot be matched automatically in Spendesk. To match invoices automatically to Spendesk card payments, add Spendesk as a secondary approved platform with a dedicated electronic address and communicate that address to the relevant suppliers. Invoices intended for the other platform must be reconciled there.

When will e-reporting be available on the live Spendesk platform?

E-reporting has been available in Spendesk since 1 September 2026. Activation is separate from registering Spendesk as an approved platform: go to Company settings > E-invoicing, enter the VAT regime information and enable e-reporting. The obligation applies first to large companies and ETIs; the deadline for SMEs and very small companies is 1 September 2027.

Why does e-reporting not appear in the Account module?

E-reporting is not configured in the Bookkeep module. It is located under Company settings > E-invoicing. The tab is available to Account Owners and Admins, and e-reporting must be enabled separately after approved-platform registration.

Why is the e-reporting feature not visible even though Spendesk is the approved platform?

Registering Spendesk as the approved platform and enabling e-reporting are separate steps. An Account Owner or Admin must complete the VAT-regime information under Company settings > E-invoicing, then enable e-reporting.

Are these settings restricted to administrators, or are they available to all users?

The e-invoicing and e-reporting settings are available to Account Owners and Admins. Controllers and other users cannot modify them.

Why is the e-reporting feature, which was previously available when enabled, no longer visible?

First check that your role is still Account Owner or Admin and that e-reporting remains enabled under Company settings > E-invoicing. If the option is still missing, contact Support with your company ID and a screenshot.

Why is the e-reporting tab visible but showing no expenses?

A transaction appears in e-reporting when it is in Prepared status, all mandatory supplier information is complete, it is dated on or after 1 September 2026 and it concerns a non-French supplier. Transactions involving French suppliers fall under e-invoicing and do not appear in e-reporting.

Is the “company settlement” menu restricted to administrators?

Yes. This setting, which includes the VAT payment method required for e-reporting, is available to Account Owners and Admins under the e-invoicing settings.

No data is populated in e-reporting. What should be checked?

Check that e-reporting is enabled, that the transactions are in Prepared status, that all mandatory supplier information is complete, that the suppliers are non-French and that the transactions are dated on or after 1 September 2026. If everything is correct and no data appears, contact Support.

How can an error in e-reporting data or configuration be corrected?

Technical errors, such as an unavailable PPF or Spendesk API, are handled automatically and retried. For a data or coherence error, open the list of affected transactions, complete or correct the payable while it has not yet been exported to accounting, and Spendesk will retry the transmission. A transaction prepared too late is automatically carried over to the next reporting period.

Where should suppliers’ VAT numbers be entered for e-reporting?

The supplier VAT number can be entered in Bookkeep > Prepare, under Settings > Supplier accounts, or in the Review tab for supplier invoices. Spendesk can also read and prefill the number from the document when it is detected. For EU suppliers, both the VAT number and registration number are required. For non-EU suppliers, a VAT number is not required, but a local identifier must be provided.

Can the list of supplier accounts requiring a data update be exported?

Yes. Export the supplier list, complete the missing information and send the file to your Customer Success Manager or Support so it can be bulk-uploaded. This update is not yet fully self-service in the product, and there is not yet a dedicated filter for foreign suppliers in the supplier-account list.

What are the e-reporting rules for companies that are not subject to VAT?

Companies that are not subject to VAT are not concerned by e-reporting and do not need to take any action in Spendesk.

For a subscription paid by card to a foreign supplier, which transmission period should the expense be assigned to when the supporting document arrives after the transmission date?

If the payable is prepared before the transmission date, it is included in the corresponding period. If the supporting document arrives too late and the payable cannot be prepared in time, the transaction is automatically carried over to the next period.

Are international B2B purchases concerned only with collected VAT?

No. E-reporting can also cover international purchases subject to reverse charge or exempt from VAT. For an exempt transaction, select the applicable exemption reason during accounting preparation.

Does each invoice need to be approved every month for e-reporting?

No. There is no additional monthly approval. Eligible transactions are included automatically based on when they reach Prepared status and on the schedule corresponding to the VAT regime. Transactions prepared after the transmission date are carried over to the next period.

How should a single payment covering several sellers, particularly on Amazon, be handled?

Spendesk currently processes the payment as a single transaction associated with Amazon, with the different VAT lines attached to it. The individual sellers are not yet handled automatically. Until this changes, the invoices for each seller can be processed separately, but this remains a manual workaround.