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🤹‍♂️ Submit your supplier invoice on Spendesk
🤹‍♂️ Submit your supplier invoice on Spendesk

Submit your supplier invoice directly to Spendesk so that it can be validated, paid and accounted for in just a few clicks.

Updated over a week ago

Account Owners and any member with a Requester role can submit a supplier invoice on Spendesk from the Requests tab. It's also possible to send an invoice to a custom email address to create a draft on Spendesk and/or assign it to a user.

➡️ If you are a Controller and need to submit invoices, reach out to your Account Owner or Administrator so they can update your role and add the "Requester role" to your existing roles, or ask for your company's custom email address so that you can send invoices to the entity's Spendesk account.

Submit an invoice

  • Click on the "New request request" button

  • Select the "Submit an invoice" button

  • Upload your invoice: we support .JPG, .PNG, and .PDF files, you can upload several of them at the same time.

  • Our OCR Marvin automatically extracts the relevant information from your invoices. You can fill in the rest manually or edit it if something is incomplete or incorrect.

  • In the case of new suppliers, you may have to enter their bank details. This information is saved for future invoices from the same supplier(s). You can add this information as a .PDF, .PNG, or .JPG file. If you don't have it, you can skip this step. The Controller can add them later when reviewing the invoice.

  • Once you've filled out the supplier's information, click on "Continue".

  • On the next screen, fill in the description and if needed any analytical information related to the invoice (it can be custom fields, spending categories or even cost centers).

  • When you're ready, click on the "Submit my invoice" button.

  • Your invoice will be either validated automatically or by an approver (depending on your approval policy, which is explained in your Avatar > My Profile tab under your personal information).

👉 Your approvers find this invoice under 'Request > Team Invoices'. Once approved, it moves to 'Invoices > To Review'.

It is possible to bookkeep an invoice before payment.

Once approved in Invoices - To review, an invoice moves to both the Bookkeep tab and Invoices - Pay tab allowing you to export payables.

Note that if an invoice has been approved in Invoices - Review, it is no longer possible to cancel it in Requests. You will then have to mark it as paid and delete it from the .csv file before importing it into your accounting software.

Submit several invoices at once

Proceed the same way as for single invoices, however drag and drop several invoices in the "upload invoice" part of the screen instead of just one. This will open several drafts and Marvin (our OCR robot) will extract information from these invoices - you'll have to validate them before submitting the draft.

N.B You can also upload a credit note using the New request > Credit note flow.

Submit an invoice by email

Click below for more details:

Submit an invoice on mobile

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Invoices x Purchase orders

⛳️ If you submit a purchase order which is approved, then an invoice, the invoice will have to be approved as well.

Invoices in foreign currencies

When an invoice in a foreign currency is submitted, we use the the issue date rate from to suggest an amount to reimburse to the company.

This amount shouldn't change as long as the issue date is not changed by a controller.

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