Get a proof of payment for a paid invoice
Get a downloadable PDF confirming a supplier invoice was paid through your Spendesk wallet. Use it as evidence for suppliers requesting payment confirmation.
For: Account Owners and Controllers who pay supplier invoices via Spendesk.
Before you start
You need the Account Owner or Controller role.
The invoice must have been paid from your Spendesk wallet — not by manual bank transfer (XML SEPA or CSV export).
The invoice must show the "Paid" status in Spendesk.
👥 Only Account Owners and Controllers can access the Invoices > History tab and generate a proof of payment.
Get a PDF proof of payment
Navigate to Invoices > History.
Find the payment batch matching the invoice's payment date.
Click the paid invoice.
Click "Get PDF proof of payment".
Download the PDF file.
Send the downloaded file to the supplier requesting it.
Expected results
You receive a PDF document confirming the payment details, which you can share directly with your supplier as proof the invoice was paid.
Troubleshooting
Symptom: The "Get PDF proof of payment" option is not available for an invoice.
Cause: The invoice was not paid through your Spendesk wallet (for example, it was paid via manual bank transfer using an XML SEPA or CSV file).
Resolution: Spendesk can't generate a proof of payment for invoices paid outside the platform. Check your payment method in Invoices > History and contact your company's bank for a transfer confirmation if the payment was made manually.
Symptom: The supplier says they haven't received payment, even though you have the PDF proof of payment from Spendesk.
Cause: This may indicate a delayed or failed transfer that isn't yet reflected in Spendesk, or a discrepancy on the supplier's banking side.
Resolution: Contact support@spendesk.com with the invoice details so the team can investigate the transfer status.
💡 You can also check an invoice's payment status before requesting proof of payment. See "Supplier invoice status" below.
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