Our invoicing module provides real-time invoice scanning, automated approval and the ability to submit purchase requests. If you'd like to find out more about this module, please contact our Customer Success team.

It's easy to start using the Invoicing module and get it set up, see each section below for more information.

The Invoicing module is accessible from the web portal, in the same way you can access the Expenses module, by using your existing credentials. You can switch between the Expenses and Invoicing modules at any time using the menu banner.

ExpenseIn uses separate approval flows for projects, departments and users when routing purchase requests and invoices for approval. So, you'll need to ensure you update each of these as required to assign a relevant approval flow. ExpenseIn also allows you to have different approval routing for the Expenses and Invoicing modules.

Note: If you've not already added your approval flows, you'll need to create a new approval flow first. If you need to make any changes to an existing approval flow, you can amend it.

For more information on invoicing approval flows, see our Understanding invoicing approval flows Help Article.

Just like creating expense policies, you can create a dedicated invoice policy within the Admin area. When creating your policy, you can set the invoice rules to handle routine checks like checking supplier bank details, ensure that the invoice amount will never exceed the approved purchase request balance, and enable auto-approval when an invoice is assigned to a purchase request.

Once created, policies can be assigned to the suppliers you add to ExpenseIn.

In the Invoicing module, you will use suppliers to enter your invoices and purchase requests against. You can manually add your suppliers, but the quickest way to add them is to import them from the Finance area within the Invoicing module.

Note: Once your suppliers have been added, we recommend assigning an invoice policy and approval flow to them.

Once you've set up the Admin side for the Invoicing module, you can start uploading invoices. To upload your first invoice, go to the Invoicing Finance area, then select Upload Invoice in the Overview section.

You can upload one (or multiple) PDF invoices, which will be scanned as part of the upload process. This typically takes a couple of seconds per invoice.

Once uploaded, you can click on each invoice to expand it and view the scanned invoice details. To review the invoice, click the Edit icon, or click the three dots icon and select Review from the drop-down.

From the review screen, you'll be able to assign line items to categories, projects and departments as required, in addition to assigning any open purchase requests.

If you're ready to submit the invoice for approval, click Save & Submit, otherwise, click Save. The policy and approval flow assigned to the supplier will determine whether the invoice requires approval and the approval hierarchy.

Similar to the Expenses module, once invoices have been approved, you can export your invoices to file or to your accounting package by clicking Export, or simply mark your invoices as completed from the Approved section of the Finance area.

Note: If using one of our accounting package direct integrations, it's essential to update your integration mapping for Invoices, as this mapping is separate from the Expenses module. Please contact our Support team if you need any help with this.

If you wish for your users to raise purchase requests, you must enable the 'Add and Submit Purchase Requests' permission on their user profile.

Once enabled, users can access the My Purchases area within the Invoicing module to add and submit purchase requests.

In the same way as the user's expenses require approval, any purchase request submitted will also need to be approved. The approval flow used will be determined by the approval flow assigned to the selected project, department or to the user. For more information on invoicing approval flows, see our Understanding invoicing approval flows Help Article.

Once approved, purchase requests will need to be accepted from within the Finance area. You'll receive an email notification when there are any approved purchase requests that require acceptance.