Only Controllers and Account Owners can review invoices.
Check information and mark an invoice as reviewed
Navigate to the Invoices tab.
In the sub-menu, click on Review.
The list of invoices to be reviewed is displayed.
To check any information regarding the invoice or the supplier, click on the invoice.
You can also 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, you have an invoice from this supplier, you won't have to submit their bank details again.
👉 Your Customer Success manager can also import your suppliers in bulk, contact us to have more information.
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.
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 their bank account.
Want to schedule multiple payments for an 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, you can pay them.
Bookkeep before payment
💥 NEW! On Bookkeep 2.0 (the new Spendesk accounting interface) 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.