Account Owners and any member with a Requester role can submit a supplier invoice on Spendesk.
➡️ If you are a Controller and need to upload invoices, reach out to your Account Owner or Administrator so they can update your role and add the "Requester role" to your existing roles.
Submit one 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 extracts information from your invoices. You can still fill 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 pass this step. The Controller can add them later when reviewing the invoice.
Once you've filled out the supplier's information, click on the "Continue" button.
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 Profile under your personal information).
👉 Your approvers find this invoice under "Request > Team Invoices". Once approved, it moves to "Invoices > To Review".
💥 NEW! On Spendesk's newest version, it is now 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 - Verify, 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, Marvin (our OCR robot) will extract information from these invoices and 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
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 https://fixer.io/ 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.