Supplier Invoices
Supplier Invoices automates vendor invoice processing. Vendors email invoices to your dedicated inbox, and the system automatically extracts details, matches invoices to jobs, and queues them for approval.
How It Works
- Your business gets a dedicated email address (e.g.,
acme-plumbing@invoices.trade) - Vendors send invoices to this address
- The system extracts vendor name, invoice number, date, amounts, and line items
- It attempts to match the invoice to a job in your system
- The invoice appears in your list for review and approval
Setting Up
Navigate to Supplier Invoices > Settings to configure the feature.
- Enable the supplier invoice feature
- Set a Short Code to generate your email address (e.g.,
acme-plumbingcreatesacme-plumbing@invoices.trade) - Configure auto-approval preferences
Vendors can also reference specific jobs by emailing job-JOB123.acme-plumbing@invoices.trade — the system uses the job reference for direct matching.
Invoice List
Navigate to Supplier Invoices to see all received invoices.
Filtering
| Filter | Options |
|---|---|
| Status | All, Pending Review, Matched, Approved, Rejected |
The list shows 25 invoices per page with:
- Date received
- Vendor name
- Invoice number
- Amount
- Matched job (if any)
- Status badge
- Quick approve/reject buttons for pending items
Reviewing an Invoice
Click on an invoice to see the full detail view.
Extracted Data
| Field | Description |
|---|---|
| Vendor Name | Extracted vendor/supplier name |
| Vendor Email | Email address the invoice came from |
| Invoice Number | Extracted invoice number |
| Invoice Date | Date on the invoice |
| Subtotal | Pre-tax amount |
| Tax Amount | Tax charged |
| Total Amount | Final invoice total |
| Currency | Detected or specified currency |
Line Items
A breakdown of individual items with description, quantity, unit price, and totals.
Attachments
View and download the original invoice PDF or files attached to the email.
Actions
- Approve — Accept the invoice for payment tracking
- Reject — Mark as invalid or unwanted
- Add Notes — Internal notes for your team
- Assign Job — Search and link or unlink a job manually
Job Matching
The system automatically attempts to match invoices to jobs using several methods:
| Method | Description |
|---|---|
| Job Reference | Email sent to job-JOB123.shortcode@invoices.trade |
| Vendor Name | Matches against known supplier records |
| Amount Patterns | Invoice total matching job charges |
| Date Proximity | Invoice date near the job date |
Match Confidence
| Level | Description |
|---|---|
| High | Strong match — likely the correct job |
| Medium | Possible match — needs confirmation |
| Low | Weak match — review carefully |
| Unmatched | No job found — assign manually |
You can always override the automatic match and search for the correct job manually.
Settings
Navigate to Supplier Invoices > Settings for full configuration.
| Setting | Description |
|---|---|
| Enable/Disable | Toggle the feature |
| Short Code | Your unique identifier for the email address |
| Email Forwarding | Forward received invoices to your business email with match summary |
| Auto-Approve | Off, High confidence only, or Medium + High confidence |
| Notifications | How and when you're notified of new invoices |