Processing a purchase invoice
A purchase invoice is an invoice that you have to pay, for example from the wholesaler. Here you enter it, so that the VAT (Dutch: btw) is right and the payment can be matched later on.
How to do it
- 1Go to Purchasing and then Purchase invoices and click New purchase invoice.
- 2Choose the supplier and fill in the supplier's invoice number, for example 2026-0143.
- 3Choose the category the costs fall under, such as Office expenses, Software & hosting, Hired services or Other.
- 4Fill in the invoice date and the due date.
- 5Fill in the subtotal excluding VAT and, next to it, the VAT amount. Copy those exactly from the invoice.
- 6Add the invoice file, as a PDF or as a photo. That way you have the supporting document with it.
- 7Click Save. The invoice appears in the list with the status Open.
Approving or rejecting
A purchase invoice goes through four statuses: Open, Approved, Paid and Rejected. At the top of the list you can filter on these.
An invoice with the status Open has the buttons Approve and Reject. You only see those if you have a financial role. If you work with a colleague who does the purchasing, they enter the invoice and you approve it afterwards.
If you pay the invoice from your bank account, match the debit to this purchase invoice under Bank. It then jumps to Paid.
Good to know
- The Cost centre field is optional. If you fill something in there, for example Project South or Van 3, it appears as the cost centre in the file for your accountant.
- The invoice file sits in shielded storage. Through View in the Document column you open it with a link that expires by itself.
- Small expenses such as parking or a cup of coffee do not belong here but under Receipts. That screen is shorter and quicker.
Not working?
- You get the message that only purchase invoices with the status open can be edited.
- As soon as an invoice has been approved, rejected or paid, it is locked. That is deliberate: otherwise something changes on an invoice that already has an approval and an accounting entry hanging under it. If something really is wrong, reject it and enter it again.
- The Approve and Reject buttons are not there.
- Approving is only allowed with a financial role. If you do not see them, you do not have that role. Ask a colleague with the role of owner or finance manager to assess the invoice.
Last checked on 28 August 2026
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