Before you start

You can now add your accounts payable directly on Spendesk.

You have two ways to do this: either add accounts payable when you check your supplier invoices (via Invoices > Review), or you can enter them all one by one by going to Invoices > Review.

Note: you can't export your purchase journal without having the accounts payable field filled. This avoids exporting journals with empty cells.

If you have many accounts payable to upload, your Spendesk account manager will gladly help you import them in bulk. Please, just ask.

Add your accounts payable on Spendesk

When creating new suppliers, it's possible to assign account payables in two ways:

1. You have already submitted your invoice but the supplier is not created yet or needs to be updated:

  • Head to Invoices > Review

  • Click on your invoice and then on "..." next to the supplier's name. Choose an option (to view information or change the supplier's name).

  • Update the form with the bank details and the account payable.

  • Save! We’ll reuse this information next time you upload an invoice from this supplier.

It’s a new supplier and you haven’t uploaded an invoice so far:

  • Head to Settings > Accounts payable.

  • Click on the button “Create a new supplier”.

  • Fill in the form and add your account payable.

  • When you submit an invoice from this supplier, we’ll use these bank details and account payable.

You can also create a supplier from Invoices > review.

These accounts payable will then appear in your Spendesk purchase journal and let you bookkeep invoices with all the accounting information you need.

Download invoices to pay

To bookkeep your invoices, you first need to review them. Once reviewed, they move to the Invoices > Pay tab. You don’t need to mark them as paid to download a list of invoices to pay.

  • Tick the white box near each invoice and then click at the bottom of the page on the link “download your invoices”.

  • The file lists your invoices "to pay".

Pay your invoices as usual

When you're happy to mark these invoices as paid, head back to Invoices > Pay and reimburse your suppliers using Spendesk, or retrieve the XML SEPA file. Once downloaded, import it in your bank to launch the wire transfers.

These supplier invoices are now located in Payments > All and Payments > Prepare, displayed by their scheduled payment date.

👉 More information about paying your invoices.

Prepare and export your payments

At the beginning of the month, it’s time to prepare last month’s closing!

  • Head to Payments > Prepare, add bookkeeping information to each payment and mark it as ready.

  • Once done, head to Payments > Export, and choose the period you want to cover. Click on the Export button.


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