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How do I process incoming invoices?

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

Incoming documents follow two routes:

  • Peppol documents arrive in the Peppol tab. There you decide for yourself what you import.
  • Scanned or uploaded documents (AI Scan) appear directly in Expenses, with a status such as Scanning or To be checked.

The Peppol tab: your collection point for Peppol documents

In the Peppol tab you will find all documents you receive via the Peppol network: purchase invoices, credit notes and self-billing documents.

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

Why is this tab “in between”?

The Peppol tab 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 the Peppol tab

  1. Go to Peppol in the main menu
  2. Click on a document to open it
  3. 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:

  1. Click on Import into Expenses
  2. Review and adjust the data if needed
  3. Confirm the import

The document now disappears from the Peppol tab and appears in Expenses.

Option B: Reject

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

  1. Open the document in the Peppol tab
  2. Click on Reject
  3. The document is removed from the list

💡 Examples of documents to reject: duplicate receipts or documents that were not intended for you. You can undo a rejection later.

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 Purchase borderelles

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

Scanned documents: straight to Expenses

Documents you scan or upload via AI Scan skip the Peppol tab. They appear immediately in Expenses:

  1. While being read, the document has the status Scanning
  2. Afterwards it is ready with the status To be checked
  3. Open the document, check the extracted data and confirm

Expenses: your final list

Expenses overview

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

Export expenses

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

  1. Go to Expenses
  2. Select the documents you want to export
  3. Click on Export
  4. Choose your export method: for example by email to your accountant, or via a connected accounting package such as BillToBox or Expert/M+
  5. 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 Peppol Receive Peppol documents
2 Peppol Open, review and import or reject a document
3 Expenses Check scanned documents (AI Scan)
4 Expenses Manage the final list of purchase invoices
5 Expenses Export to your accountant

Learn more