How does the Supplier invoices section work?

  • Updated

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

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 on all plans, via mobile and web apps, fort he following roles:

  • Owner and Admins roles

  • Manager roles 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 roles with view-only mode.

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

 

How does it work?

To access to the Supplier invoices section:

  1. Go to the Invoices section :

    1. From the web app, select the Invoices icon on the navigation menu

    2. From the mobile app, click Plus in the lower right corner

  2. Select the Supplier invoice section

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 Imported tab, in the web app.

  • From your email box, using your forwarding email address.

  • From Google Drive or Dropbox.

  • By connecting to any of 11,000 suppliers to automatically import new invoices.

💡 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 All invoices to the Completed tab of the Supplier Invoices section.

    • If we could not match the invoice to the relevant transaction, go to the supplier invoices section and click on "...”  next to the invoice you want to edit, 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 All Invoices tab, click on [...] next to any invoice to :

    • Edit the payment details.

    • Pay either with a classic SEPA transfer, a scheduled SEPA transfer, an instant transfer. Eligible customers can also take advantage of Pay Later options to finance their invoice payment.

  • Once the transfer is created, Qonto moves the invoice to Completed 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 Completed once the transfer is executed.

  • Qonto automatically attaches the invoice to the corresponding transaction in your Business Account > Transactions section.

  • 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. On the Web app, go to the Business account section on the navigation menu, then navigate to Transactions or Transfers. From the mobile app, go to the History or Transfers section. Select the transfer you want, 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.

Find an invoice:

You can filter invoices by supplier, payment status, and alert status using the drop down menus at the top of the page.

You can also use the search bar to perform a text search by supplier name or invoice number.

Click any of the column headers, such as Supplier, Status, or Due date, to sort the invoices by that column.

Avoiding Duplicates:

To prevent paying the same supplier invoice twice, a notification will appear during the import of your invoice if our system suspects a duplicate.

 

In this case, you can click on Review Invoices on the notification. A screen will then display the imported invoice along with potential duplicates.

You can then decide whether you want to keep or delete it.

Manage your suppliers list:

You can easily edit or delete your suppliers from the Supplier list section.

  1. In the Invoices section, under Suppliers, click on Supplier list
  2. Find your supplier and click on it, a column will open on the right
  3. In the top right corner, click the pen to edit or the bin to delete

Check also How can I apply a VAT rate and custom labels to a supplier? to know more about this section.


☝️ Good to know :You can not modify the IBAN from the Supplier list. To do so, you have to go to the Transfer section, see How to add, edit or delete a beneficiary (SEPA Transfers beneficiary)?