Step 1 : Submit and review your invoice
To bookkeep your invoices, you first need to add them to Spendesk (using a requester's profile), accept the request (approvers) and review them in Invoices - Review (controllers).
Submit an invoice in the Requests > New request > Invoice tab (approvers)
Wait for its approval (unless it does not require approval).
Review it in Invoices - Review. This is where Controllers can check the invoice's fields like the invoice number, issue date, description, supplier, custom fields, amount, and edit the payment schedule before validating.
Once reviewed, invoices appear simultaneously in the Invoices > Pay tab and Bookkeep > Prepare tab.
An invoice cannot be deleted from Requests if it's been marked as reviewed in Invoices > Review.
Step 2 : Prepare and export your invoice
Once reviewed in Invoices > Review, invoices are visible both in Invoices > Pay (to mark them as paid) and Bookkeep > Prepare. This enables Controllers and Account owners to bookkeep the payables before the actual payment.
Set up your Accounts Payable
Check our article on the subject 👁 .
Prepare your invoice
Make a last check on previously filled information (see above) and add one or several VAT / expense accounts to your invoice's details. 👉🏻 You can use filters (i.e group by supplier / type / period) to make your payables' preparation easier.
Mark your invoice as ready to view it in Bookkeep > Export.
Export your invoice
Head to Bookkeep > Export and select the accounting period you wish to export.
If you notice that an invoice has been sent by mistake to Bookkeep > Export, send your invoice back to Prepare by clicking on "View". Here you have the option to select the invoice and use the Send back to "Prepare" action.