Incoming Invoices

Incoming invoices track supplier documents such as invoices, credit notes, and debit notes together with their payment context. Records can be created manually, imported from incoming supplier emails, or created from scanned and uploaded files.

Create and import incoming invoices

• Open Incoming Invoices and use Add invoice for manual records.
• Use Upload documents to add PDF or image files. Each file first enters document intake, where Einblick can classify the document and extract structured data.
• With AI enabled, clear supplier invoices can route automatically into an incoming invoice. Low-confidence or ambiguous files stay in review, where you can create the incoming invoice manually or route the document to a financial entry instead.
• AI-created upload invoices are only marked Paid automatically when confidence is high, the amount and vendor are clear, the expense category is specific, and the vendor already has prior invoice history. Otherwise they stay To review.
• If AI is not enabled for the workspace, uploaded documents stay in review until you decide how to route them.
• For an outgoing entry in Bank Transactions that does not have a supplier invoice yet, open the row actions there and create an incoming invoice manually or upload documents directly. Saving links it back to that bank transaction automatically.
• If invoice email processing is configured, incoming supplier emails can create incoming invoices automatically and keep the source email linked to the record.
• When an incoming email or upload creates a new invoice, Einblick notifies the workspace's first active admin so the record can be reviewed.
• When a new email or upload clearly matches an existing active invoice reference, Einblick reuses that invoice and links the new source email or attachment to it instead of creating another active record.

Review invoice details

• Track document type, subject, invoice number, sender, invoice date, issuer organization, currency, and net, tax, and gross totals.
• If the invoice currency differs from the workspace currency and both are configured, Einblick also stores the converted gross total and exchange rate used. The detail page shows both values, and the list exposes them in the amount tooltip.
• The list can be filtered by invoice date, status, supplier organization, creation source, and document type.
• Document uploads can show intake and AI-processing states while classification or routing is still running, and the upload dialog can be closed while background analysis continues.
• If AI flags a record as not being a supplier invoice, the detail page offers Convert to Booking. This creates a financial entry from the document and marks the bill as Rejected.
• Statuses are To review, Paid, and Rejected.

Payment method and matching

• Set an expense category, optional accounting account, and payment method for each supplier invoice.
• The accounting account must be an expense account. Einblick can assign it automatically from learned rules or category defaults. A manual account selection overrides that result for generated journal entries and can be learned from the supplier, counterparty text, or expense category.
• Use Credit Note for supplier refunds or reductions and Debit Note for later increases or corrections.
• Use Company card together with the last four card digits when a card payment should stay traceable.
• Company bank and company card payments can be linked to outgoing bank transactions.
• Cross-currency supplier invoices can still be matched when Einblick has a converted gross total in the company-bank transaction currency.
• When a supplier credit note is marked as Paid, it reduces the expense flow instead of adding another payable.
• Cash and External account mean the payment happened outside the company bank flow, so no company-bank match is expected.

Files and follow-up

• Keep the original invoice file attached and upload additional files later from the detail page.
• Use Export files from the incoming invoice list to download matching attachments as a ZIP archive. The export sheet can limit files by year, quarter, or custom invoice-date range and can group each bill's files into its own folder.
• After adding more files on the detail page, use Rescan to rerun AI extraction when AI analysis is available for the workspace.
• Notes stay on the invoice detail page together with the linked supplier, payment context, and source email.

Best practices

• Review imported totals, supplier, and payment method before closing the invoice.
• Use Rejected for duplicates, irrelevant supplier bills, or documents that were converted into financial entries instead of leaving them in To review.
• Capture the right payment method early so bank matching behaves as expected.