Let’s walk through the complete flow of an invoice from submission to approval.
Vendor submits an invoice
When a vendor visits your inbox link, they’ll see a simple submission form. They need to provide:
- Vendor name — Their company or business name
- Vendor email — For confirmation and status updates
- Invoice number — The invoice reference number
- Invoice amount — The total amount due
- Currency — USD, EUR, GBP, etc.
- Due date — When payment is expected
- Invoice document — PDF or image file
The entire submission takes under 60 seconds. No account required.
You receive a notification
When an invoice is submitted, you’ll see it immediately in your dashboard. If you’ve enabled notifications, you’ll also receive an email alert.
Review the invoice
Click on an invoice to open the detail view. You can:
- View all submitted information
- Preview or download the invoice document
- See the submission timestamp and status history
Take action
For each invoice, you have three options:
Approve
Mark the invoice as approved. Add an optional note if needed. The vendor is notified of the approval.
Reject
Reject the invoice with a required reason. The vendor receives notification with your feedback and can resubmit if needed.
Request Info
Ask for clarification with a required message. The vendor receives your question and can respond or resubmit.
Track the status
Every action is logged in the invoice’s status history, creating a complete audit trail.