Submit Supplier Invoices on Spendesk
Account Owners and any member with a Requester role can submit supplier invoices on Spendesk through the Requests tab. You can also send an invoice to a custom email address to create a draft on Spendesk and/or assign it to a user.
Controllers: If you need to submit invoices, contact your Account Owner or Administrator to update your role by adding the Requester role. Alternatively, ask for your company’s custom email address to send invoices directly to the entity’s Spendesk account.
How to Submit an Invoice
Click on the New request button.
Select Submit an invoice.
Upload your invoice: Supported formats are .JPG, .PNG, and .PDF. You can upload multiple files simultaneously.
Our OCR tool, Marvin, will automatically extract relevant details from your invoices.
You can manually complete or edit fields if necessary.
If it's a new supplier, you may need to add their bank details. This information will be saved for future invoices. You can upload this as a .PDF, .PNG, or .JPG file. If unavailable, you can skip this step—Controllers can add this later during the review process.
Once the supplier’s information is filled in, click on Continue.
On the next screen:
Add a description.
Include analytical information such as custom fields, spending categories, or cost centers (if needed).
When all details are complete, click on Submit my invoice.
Your invoice will either be automatically validated or sent to an approver, depending on your company’s defined approval policy for you. You can review this policy in the Avatar > My Profile tab under your personal information.
Approvers can find submitted invoices under Requests > Team Invoices. Once approved, the invoice moves to Invoices > To review.
Bookkeep Invoices Before Payment
Approved invoices in the Invoices - To review tab will automatically appear in both the Bookkeep tab and Invoices - Pay tab, allowing you to export payables.
If an invoice is approved in Invoices - Review, it cannot be canceled in Requests. To remove it, mark it as paid and delete it from the exported .csv
file before importing it into your accounting software.
Submit Multiple Invoices
The process is the same as for a single invoice:
Drag and drop several invoices into the Upload invoice section.
Marvin will extract details from each invoice, and you’ll need to validate them before submitting the drafts.
You can also upload a credit note via the New request > Credit note flow.
Invoices and Purchase Orders
If a purchase order has already been approved, the associated invoice can either:
Be automatically approved (if this feature is enabled).
Require approval before being confirmed and paid.
Invoices in Foreign Currencies
When submitting an invoice in a foreign currency, Spendesk uses the issue date exchange rate provided by Fixer.io to suggest the reimbursement amount.
This amount will remain unchanged unless the issue date is modified by a Controller.
FAQ
Who can submit an invoice?
Account Owners and members with the Requester role can submit invoices. Controllers need to contact their Account Owner or Administrator to gain this role.What file formats are supported?
Supported formats are .JPG, .PNG, and .PDF.What if I don't have supplier bank details?
You can skip this step during submission. Controllers can add the details later during review.Can I submit multiple invoices at once?
Yes, you can upload multiple invoices simultaneously. Each will create a separate draft for validation.How are foreign currency invoices handled?
Spendesk uses exchange rates from Fixer.io based on the invoice issue date.
Submit an invoice by email
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Submit an invoice on mobile
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