☑️ Who can review invoices?
Only Controllers and Account Owners can review invoices.
Review Invoices
Check information and mark an invoice as reviewed
Navigate to the Invoices tab and click on the sub-tab named Review. The list of invoices to be reviewed is displayed and you can check their information.
You can create a new supplier from the Review tab if needed. Click on Supplier and fill the information related to the supplier (legal name, address, bank details...). Don't forget to save! Next time, when you have an invoice from this supplier, you won't have to submit their bank details again. 😊
When you’re done, click on the Validate button.
Alternatively, you can directly select Reject if needed. The invoice goes back to the Requests tab and is fully denied, the Requester will have to re-submit it and it can't be edited.
⚠️ Once, your invoice is marked as reviewed, you cannot edit the global amount. You can only edit the scheduled payments, description, invoice details and analytic information. The rest of the information will have to be edited on your accounting software directly.
Add a payment reference
From Invoices > Review, controllers can now enter a payment reference for the supplier.
This is available on EUR wallets for EUR payments only.
This reference will be included in both XML files (in the <CdtrRefInf> tag) and wire transfers from the wallet.
By default, the field is filled by the invoice number.
if the controllers edit it, they'll be able to enter a text up to 18 characters.
If they save without any value, the field will be empty.
Schedule multiple payment dates and amounts for 1 invoice
Navigate to the Invoices tab,
Under the Review tab, select the corresponding invoice,
In the central column, under the "Payment Schedule" area, look for the small Schedule a new payment line.
You should be able to set up the dates and amounts for your invoices.
Once your team's invoices are reviewed and scheduled, you can pay them.
Special case: invoices paid by direct debit
Payment method field
we added a dedicated payment method field on the Review step so the controller can chose if the invoice will be paid via wire transfers or via direct debit on their bank account.
If they select the “Direct debit” payment method and validate, the invoice will skip the Pay step and the invoices will be mark as paid directly.
What value does it bring?
Better deal with recurring invoices paid via direct debit allows to:
encourage centralization and reach the all-in-one platform.
use our Budget feature as all kind of spendings need to be taken into account.
improve usability for customers formerly dealing with workarounds on this matter.
⚠️ As a reminder, Direct debits are used for recurring payments. It authorizes a third-party (here a supplier) to collect payments from our customers’ bank account when they are due.
👉 This won’t change anything on the way these invoices are actually paid. The payments will still be done via direct debit on your company's bank account: the supplier will still withdraw funds from your company's bank account.