How does the Supplier invoices section work?

Automate the processing of your receipts and streamline the payment of your suppliers

Updated over a week ago

With the Supplier Invoices section, you can manage your supplier invoices conveniently from a single tab, the Inbox:

  1. Collect your invoices

  2. Attach your receipts and paid invoices to the transactions (Learn more).

  3. Easily prioritize overdue invoices, review details, and make payments in just a few clicks.

Once an invoice is matched or its payment is created, Qonto removes it from your Inbox, leaving only the invoices that require your attention!

This feature is accessible from the mobile and web app to:

  • Account holders and admins of Smart and higher plans.

  • Managers with Whole Company scope and the Upload and set up supplier invoices permission. They can also make direct payments to suppliers (within transfer limits) if they have the Make and approve transfers permission.

  • Accountants with view-only mode.

💡 Note: The Supplier Invoices section is not for processing customer invoices.

How does it work?

On the top of your screen, you can get insights on the total amount of:

  • Invoices in your inbox

  • Invoices in pending

  • Invoices for which there is a scheduled payment

  • Invoices paid in the last 30 days.

Collect invoices:

Collect all your invoices, either paid or unpaid, in your Inbox:

  • Using the Upload invoices button of your Supplier Invoices section, or directly dragging and dropping your documents at the center of the Inbox.

  • From your email box, using your forwarding email address, accessible in Settings & Tools > Receipt Management > Transfer receipts

💡 Note: Invoices and receipts added manually to transactions from your History will not appear in your Supplier invoices section.

Pay or match invoices:

  1. Already paid invoices:

    • Qonto automatically matches receipts and paid invoices to the right transaction and moves the invoice from the Inbox to the Paid tab of the Supplier Invoices section.

    • If we could not match the invoice to the relevant transaction, go to your Inbox and click on "...” then on Mark as paid to manually attach the invoice to the relevant transaction.

    • You can also decide not to match the invoice with a transaction, if you don't wish to associate the invoice with any.

  2. Unpaid invoices:

  • For invoices in your Inbox, click on [...] to :

    • Edit the payment details.

    • Pay either with a classic SEPA transfer, a scheduled SEPA transfer, an instant transfer, or a SWIFT.

  • Once the transfer is created, Qonto moves the invoice to Paid in the case of an instant transfer or in the Scheduled payments tab for the other type of transfers. For the latter, the invoice will be moved to Paid once the transfer is executed.

  • Qonto automatically attaches the invoice to the corresponding transaction in your History.

  • You will also be able to download your proof of transfer once it has been executed.

Your Supplier invoices area does not allow you to make bulk transfers, to pay by card, or to set up your SEPA direct debits.

Check out 👉 this article to learn how Managers can use the Supplier invoices feature.

Cancel or reschedule payment:

To cancel a scheduled transfer through the Supplier Invoices section:

  1. Check the transfer status to ensure it hasn't been executed yet. (Learn more about transfer execution dates here).

  2. Navigate to your Transfers or History section, select the transfer, and click Cancel transfer at the bottom left.

If you initiated the transfer from the Supplier Invoices section and it's been cancelled, declined, or returned, the invoice will return to your Inbox.

Delete an invoice:

To delete an invoice, click the three dots "..." on the invoice or select the invoice and click the trash can icon 🗑️ in the top right corner.

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