How do I process incoming invoices?

Do you receive invoices via Peppol or upload documents via AI Scan? In this article, you will learn how to process these documents and forward them to your accountant.

The Inbox: your collection point

The Inbox is the central place where all your incoming documents end up:

Invoices received via Peppol
Documents uploaded via AI Scan
Manually added files

💡 Tip: The Inbox is a temporary collection point. Documents remain here until you process them - not everything that comes in needs to end up in your purchase invoices.

Why is the Inbox “in between”?

The Inbox functions as a filter between receiving and processing. This gives you the ability to:

Determine which documents are relevant for your accounting
Reject irrelevant documents immediately
Route documents to the correct module

Step 1: Open a document in your Inbox

Go to Inbox in the main menu
Click on a document to open it
Check that the data has been read correctly

Step 2: Choose the right action

After reviewing a document, you have several options:

Option A: Import into Expenses

The most common action for purchase invoices and credit notes:

Click on Import into Expenses
Review and adjust the data if needed
Confirm the import

The document now disappears from your Inbox and appears in Expenses.

Option B: Reject

Not every document belongs in your accounting. Reject documents that are not relevant:

Open the document in your Inbox
Click on Reject
The document is removed from your Inbox

💡 Examples of documents to reject: duplicate receipts, promotional mailings with PDF attachments, or documents you uploaded by mistake.

Option C: Other modules

Some Peppol documents do not go to Expenses, but to a different module:

Document type	Process to
Purchase invoices	Expenses
Credit notes	Expenses
Self-billing documents	Self-billing

With self-billing, your supplier receives your invoice instead of the other way around. These documents are processed separately in the Self-billing module.

Expenses: your final list

The Expenses module contains your definitive list of:

Purchase invoices
Received credit notes

This is the place from which you export documents to your accountant.

Step 3: Export to your accountant

Once your documents are in Expenses, you can forward them:

Go to Expenses
Select the documents you want to export
Click on Export
Choose your export method:
- Email - Receive a download link
- BillToBox - Direct connection with your accountant
- Expert/M+ - Automatic SFTP transfer
Click Start Export

💡 Tip: Documents that you have already exported are marked, so you always know what you have already sent to your accountant.

Workflow summary

Step	Module	Action
1	Inbox	Receive documents (Peppol, AI Scan)
2	Inbox	Open and review document
3	Inbox	Choose: import, reject, or other module
4	Expenses	Manage final list of purchase invoices
5	Expenses	Export to accountant

flowchart TD
    A[📥 Inbox] --> B{Review document}
    B -->|Purchase invoice| C[Expenses]
    B -->|Self-billing| D[Self-billing]
    B -->|Not relevant| E[🗑️ Reject]
    C --> F[📤 Export to accountant]