Your inbox is where all of your invoices are initially sent. All invoices are displayed in a table displaying their:
- Invoice Number
- Invoice Date
- Vendor Name
- Category
- Invoice Currency
- Invoice Total
- Invoice Tax
Invoices can be added in three ways:
- Email to your InvoSync email address
- Upload from the dashboard with automatic scanning
- Manually add files with accompanying data
To add invoices through email, simply attach your invoices to an email and send it to your InvoSync email address. The body of an email can also be used as an invoice, granted there are no attachments on the email. If you have forgotten your InvoSync email address, see Managing Access.
To upload files, from the dashboard click the "Add document" button above the table which will open a menu. In the scan tab, any files added here will be automatically sent for scanning and placed in your inbox for review. This may take up to 30 seconds per file, depending on the file type.
If you need to manually process an invoice, navigate to the manual tab. This will allow you to add a file and input the invoice data. This invoice will then immediately appear in your inbox.
Additional information (if available) can be viewed by clicking on an invoice. Said information includes:
- Invoice Subtotal
- Invoice Payment Terms
- Invoice Due Date
- Invoice Receiver Address
- Invoice Tax Payer ID
If you want to add additional information to the invoice or the scanned data isn't 100% correct, each invoice can be edited while in your inbox. Once an invoice has been reviewed and sent to your accepted folder, it can no longer be edited. The invoice would need to be moved back into your inbox for additional editing.
To edit an invoice, click on the three dots located on the right hand side of the table and click edit. Once you are satisfied with the invoice, you must click accept at the bottom to complete the process.
This feature allows you to spread an invoice out over a number of months or to duplicate invoices to save time processing one each month.
To do this, click on the three dots on the right hand side of the table and select "Split / Duplicate". A dialog menu will pop up with a list of options to choose from, such as choosing the time between invoices and whether to split the invoice total across multiple invoices.
Once an invoice is reviewed and you are satisfied with its details, it can then be moved to accepted. This can be done individually or in batches. Simply select the invoice you wish to accept, and then click the "Accept & Send to Sales" or "Accept & Send to Purchases" depending the type if invoice it is.
This will remove the invoice from your inbox and move it to the accepted page which can be accessed using the Sidebar.
For more information, see Accepted.
Deleting an invoice is only possible in the "inbox" page. Once an invoice is accepted, it will need to be moved back to your inbox to be deleted. To delete an invoice, click on the three dots on the right side of the table and then select delete. A pop up dialog will show to confirm your decision.
To delete multiple, select the invoices you wish to delete and click the delete button at the bottom of the table. This too will cause a pop up dialog to appear, allowing you to confirm your decision.
For more information, see Create CSV.