Supplier invoice review

Overview

Supplier invoices are the documents your business receives from suppliers for materials or services purchased. Finance has view-only access to supplier invoices — Finance cannot upload, consent to AI extraction, allocate POs, review/match lines, or apply to inventory. Those create/edit/apply actions sit with the Business Owner, Admin, or Supervisor. Finance reviews the resulting supplier-invoice records for accuracy, tax treatment, and reconciliation against accounting records.

Who This Workflow Is For

The Finance role. The Business Owner, Admin, and Supervisor can also view supplier invoices (and they upload and apply to inventory). Tradies and Apprentices cannot access supplier invoices.

Before You Start

The Business Owner or Admin needs to have uploaded the supplier invoice and applied it to inventory (or have it in a draft state ready for review).

Step-by-Step Process

1. In the left sidebar, select Supplier Invoices.
2. Browse the list or use the filter and search to find the supplier invoice you need to review.
3. Open the supplier invoice. Review:
   • Header fields — supplier, invoice number, invoice date, total, tax.
   • Line items — each line has a description, quantity, unit, and price.
   • PO reference if used.
   • Applied status — whether the invoice has been applied to inventory.
4. Reconcile against your accounting records — confirm the supplier, totals, and tax match the source document and the accounting system.
5. Where lines are unmatched against a material, note the items. Finance can view unmatched material lines but cannot create materials for them or apply the invoice. Where action is needed, raise the unmatched-line items with the Business Owner, Admin, or Supervisor — they create the material from the unmatched line as part of the upload-and-apply workflow.
6. Cross-reference against any related Xero records (if Xero is being used to handle supplier expenses externally).

What Happens Next

Reviewed supplier invoices are part of your reconciliation record. The Business Owner / Admin / Supervisor handle any inventory updates needed when an unmatched line resolves into a new material. Stock transactions associated with the applied invoice are visible on Stock Transactions under Materials.

Common Issues

• Cannot upload a supplier invoice. Correct — Finance has view-only access. Ask the Business Owner, Admin, or Supervisor to upload.
• Cannot create a material from an unmatched line. Correct — Finance cannot create materials. Ask the Business Owner, Admin, or Supervisor.
• AI extraction wrong. Bring the line corrections to the role who uploaded the supplier invoice; they edit the extracted line details or reprocess.
• Tradie or Apprentice cannot see Supplier Invoices. By design.
• Supplier invoice not yet applied to inventory. Applied status shows whether stock has been updated. Ask the relevant role to apply it where needed.

Related Guides

• View jobs and quotes for invoicing context
• Invoice management
• Xero-related tasks