🏷 Bookkeep your invoices

Set up your accounts payable and bookkeep your invoices (Controllers and Account owners)

Updated over a week ago

Learn to set up your accounts payable and to prepare your invoices for bookkeeping.

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.

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