Process supplier invoices and receipts

Goal

Get the invoices and receipts your business pays into 4fleet, check what was read from each one, and approve it so it becomes an operating cost. Nothing is posted until you approve it.

Prerequisites

• Your plan includes the Documents inbox. Without it the Inbox shows an upgrade note.
• Your role can create invoices to upload, and edit invoices to approve or reject. Owners and admins can by default.
• Each upload and each re-read uses AI operations from your monthly allowance. See the AI allowance article.
• Your files are PDF, JPG or PNG, up to 10 MB each and up to 20 files at a time. iPhone HEIC photos are not supported.

Steps

1. Open Accounting, select Expenses, then open the Inbox tab.
2. Select Upload document, or drag files into the panel. You can also use Choose files or Take a photo.
3. Wait for the message that the documents were added for review. They appear in the To review list.
4. Select a document. The preview is on the left and Extracted data on the right.
5. Compare the fields with the document and correct Supplier, Invoice no., Issue date, Due date, Net, VAT, Gross and Currency. Select Save corrections to keep your edits.
6. Choose the Category (Operating Cost). For some categories you must also pick a Vehicle or a Driver, or mark it Not applicable.
7. Read Check before approving and any warning banner, such as a changed bank account or a first document from a supplier.
8. Select Approve -> Operating Cost, then confirm Approve in the Approve this invoice? window.
9. To refuse a document, select Reject, type the Rejection reason, and confirm with Reject.

Expected result

An approved document creates an operating cost with the details you confirmed, and moves to the Approved list. A rejected one moves to Rejected with your reason kept. Every step is kept in the review trail. Approving cannot be undone automatically.

Troubleshooting

• If a document sits under Needs re-extraction, reading it failed or was interrupted. Select it and choose Re-extract.
• If a document is under Duplicates, another one has the same supplier, invoice number, amount and date. If the first was rejected, select Review as replacement to move this one back to review.
• If an upload says "AI operations limit reached.", your allowance for the month is used up. The file may not be read until it renews or you upgrade.
• If Approve -> Operating Cost is greyed out, a category that needs a vehicle or driver has neither chosen yet.
• If a warning says the bank account differs from earlier invoices, check it with the supplier through another channel before you pay.
• If you cannot find an invoice a driver sent, receipts submitted by drivers are reviewed in the Drivers area, not in this inbox.
• If you want invoices to arrive from a mailbox, the Invoice scan switch for that mailbox is under Settings > Communications > Email accounts. Each invoice it finds uses AI operations too.