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Review your invoice

Once your invoices are submitted (by Requesters) and approved (by Approvers), Controllers can review them before paying them.

Review your invoice

Once Requesters submit invoices and Approvers approve them, Controllers check the details and mark each invoice as reviewed before it moves to payment scheduling.

For: Controllers and Account Owners.

Table of Contents

  • Before you start

  • Review an invoice

  • Create or update a supplier from the Review tab

  • Add a payment reference

  • Schedule multiple payment dates and amounts for one invoice

  • Special case: invoices paid by direct debit

  • Apply available credit to an invoice

  • Troubleshooting

  • Related articles

Before you start

  • Only Controllers and Account Owners can review invoices.

  • The invoice must already be submitted by a Requester and approved by an Approver before it appears in the Review tab.

  • Adding a payment reference is only available for EUR wallets paying in EUR.

  • Once an invoice is marked as reviewed, you can no longer edit the total amount. You can still edit scheduled payments, the description, invoice details, and analytic information (cost centre, project, or category tags).

  • You can send an invoice back to Review after it has been confirmed and moved to Schedule, provided that no payment has been attempted or completed. If the invoice contains multiple scheduled payments, it can't be sent back once one of those payments has already been paid.

  • If the invoice is already in Prepare and marked as ready, but has not yet been exported, go to Bookkeep > Export, select the relevant period, open the invoice, and send the payable back to Prepare. You can then send it back to Review.

👥 Roles: Only Controllers and Account Owners can review, validate, or reject invoices.

Review an invoice

  1. Navigate to Invoices > Review.

  2. Check the invoice information displayed in the list. Invoices are sorted by issue date, with the most recent invoices shown first.

  3. Click an invoice to open its details.

  4. Click Validate to confirm the invoice is correct and ready for payment scheduling.

Alternatively, if the invoice is incorrect:

  1. Click Reject instead of Validate.

  2. Confirm the rejection.

  3. If the invoice is a French E-invoice, you can instead:

    • Dispute the E-invoice: the supplier receives the dispute reason and requested corrective action.

    • Refuse the E-invoice: both tax authorities and the supplier are notified that the E-invoice is officially refused.

💡 Tip: Rejecting an invoice sends it back to the Requests tab as fully denied. The Requester must resubmit it, and the rejected invoice cannot be edited.

⚠️ Warning: After an invoice is validated (marked as reviewed), you cannot edit the total amount. Only scheduled payments, description, invoice details, and analytic information remain editable.

Create or update a supplier from the Review tab

  1. Open the invoice in the Review tab.

  2. Click the "..." menu next to the supplier's name.

  3. Select the option to view or update the supplier's details.

  4. Enter the supplier's legal name, address, and bank details.

  5. Click Save.

💡 Tip: Once saved, you won't need to re-enter this supplier's bank details on their next invoice.

Add a payment reference

  1. Open the invoice in Invoices > Review.

  2. Locate the payment reference field for the supplier.

  3. Edit the field to enter a custom reference, up to 18 characters, or leave the default invoice number.

  4. Click Save.

This reference appears in the XML export file (in the <CdtrRefInf> tag) and in wire transfers sent from the wallet. If you save the field without a value, it stays empty.

🔒 Access: Payment references are only available for EUR wallets making EUR payments.

Schedule multiple payment dates and amounts for one invoice

  1. Navigate to Invoices > Review.

  2. Select the invoice you want to split into multiple payments.

  3. In the central column, find the Payment Schedule section.

  4. Click Schedule a new payment.

  5. Enter the date and amount for each scheduled payment.

Once your team's invoices are reviewed and scheduled, you can pay them.

Special case: invoices paid by direct debit

  1. Open the invoice in Invoices > Review.

  2. Locate the Payment method field.

  3. Select Direct debit if the supplier collects payment directly from your bank account.

  4. Click Validate.

Selecting Direct debit skips the Pay step, and the invoice is marked as paid directly. Direct debit payments still withdraw funds from your company's bank account through the supplier, exactly as before. This setting only changes how Spendesk tracks the invoice, not how the payment is executed.

Apply available credit to an invoice

When reviewing an invoice, Controllers and Account Owners can view and apply available supplier credit.

  1. Open the invoice in Invoices > Review. If the supplier has eligible credit, the available amount appears next to the supplier's name.

  2. Click Apply at the bottom of the page.

  3. Review the updated invoice amount, then validate the invoice.

Spendesk automatically applies eligible credit notes from the same supplier and currency, starting with the oldest credit note. The credit reduces the amount payable.

Troubleshooting

Symptom: You see a duplicate warning when reviewing an invoice.
​Cause: Spendesk detected the same attachment, or the same supplier and invoice number, on an invoice already submitted.
​Resolution: Check the flagged invoice against your records. If it's a genuine duplicate, click Reject to avoid paying it twice.

Symptom: You can't edit the total amount of an invoice.
​Cause: The invoice has already been marked as reviewed.
​Resolution: Edit the scheduled payments, description, invoice details, or analytic information instead. To change the total amount, use your accounting software, or send the invoice back to Review if it hasn't been marked as ready or exported yet.

Symptom: The accounts payable field is missing when reviewing an invoice.
​Cause: The supplier doesn't have an accounts payable account associated yet.
​Resolution: Click the supplier's name, open their details, and add the accounts payable information before validating the invoice.

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