Users can upload an Invoice to a dedicated Inbox. No exclusive User Permissions are required to upload an invoice.
Add a new invoice to the Inbox.
There are three ways to add to an invoice: by email, direct upload, or via the Vendor Portal.
Find the unique email address by going to Bill Payments > Inbox.
Users or Vendors can email invoices as an attachment to this email address. Airbase will save the body of the email, the invoice, and any other files attached to the email. This will give you full visibility on the approval process, timelines, payment terms, and the documents exchanged. This will also save time that's required to gather all the details before processing the payment to the Vendor.
Click the invoice on the Inbox page to find the following tabs:
The Invoice tab displays the invoice that was sent as an email attachment. Airbase will automatically scan your invoice using Optical Character Recognition (OCR) technology and fill in the details like Vendor, Invoice Date, Amount, Payment Due Date, and Invoice Number. You can proceed to create a bill against the invoice.
2. Email thread.
Find the email thread in the Email tab. This will give the Approvers and the Finance team more context on the payment. You have the option to delete the email from Airbase.
The attachments sent in addition to the invoice will show up under the Files tab. If Airbase incorrectly categorized an invoice as a file, save the file as an invoice using the Convert to Invoice option.
You can also delete the file from Airbase.
Use the + Upload File option to upload a new file. Upload up to 10 files with file extensions:
2. Direct upload.
Click on the Upload an Invoice option at the right-top corner.
Or drag and drop the invoice into the Inbox.
3. Vendor Portal.
Vendors can upload invoices into Airbase with the Vendor Portal.
To create a bill without uploading an invoice, select Create a Bill.
View an uploaded invoice.
Invoices can be stored (until you process them) and updated at any time.
Uploaded invoices can be found on the Bill Payments > Inbox page.
To find a particular Invoice, use the Filter on the top-right corner to sort by Recently added or Sent via email.
If a W9 form is required from all Vendors, check out this article.
Upload the bill in any format, i.e., PDF or JPEG, and Airbase will convert it into a readable format.