Work through one invoice from your queue: check what SubBase read off the document, tie it to the purchase order, cost code the lines, and hand it to the next step.
Before you start
You need Can edit invoices, which your Admin sets per role in Company Settings. To move the invoice on you also need Can change status and assignee.
The invoice has to be in your queue, or you have to be able to see all invoices. If nothing is in To Review, check the project invoice assignees on the project.
Steps
Open Invoices in the top navigation bar, then To Review.
Click the invoice you want to work on. It opens beside the original document.
Check the vendor, project, invoice number and dates that SubBase read off the document. Correct anything wrong.
Click Add order if no purchase order is attached yet.
Open No Matches and Partial Matches, then use Link to order item on each line.
Group lines that should share 1 cost code, if you use grouping.
Set a cost code on every line or group.
Set the Status, and the Assignee if it needs a particular person.
Click Update.
What happens next
The invoice moves to the status you picked and leaves To Review unless it is still yours. If that status has a default assignee, it goes to them. Once the invoice reaches the posted stage it syncs to your accounting or ERP system.
Reading the line tabs
Matches: the line is tied to an order item and the numbers agree. Nothing to do.
Partial Matches: tied, but something differs, such as the unit of measure or the price.
No Matches: not tied to anything yet. Pair it yourself.
Order Items: the order side, so you can see what has not been billed.
If matching is switched on
Your company can require invoices to be checked against the purchase order, or against the purchase order and the delivery records. When it does, the check does not stop you saving or editing. It stops the move to the approved stage.
On the warn setting you can approve anyway, and SubBase records that you did. On the block setting the invoice cannot be approved without an override, and the override is recorded with your name, the time and the reason you gave. Both show in the invoice history.
Deleting lines
Tick 1 or more lines and use the delete button above the list. The confirmation asks whether to permanently delete the items.
What goes: those lines, and the links between them and their order items. What comes back: the message that appears offers an undo for a few seconds. Take it and the lines return. Miss it, or click Update, and they are gone from the invoice, and you re-enter them with Add Item. What blocks it: the button stays greyed out until at least 1 line or group is ticked.
Notes and limits
Not every invoice needs a purchase order. Whether one is required depends on how your company has set matching.
If SubBase thinks the invoice is a duplicate, a warning above the lines names the other invoices and links to them. Open them before you go on.
Use Report Issue in the invoice menu when the document was read wrongly. A SubBase analyst picks it up and the invoice shows a notice while they are on it.
Use History in the same menu to see who changed what.
Best practices
Set the Status last. The list only offers the steps your company allows next from where the invoice is now, and moving it can reassign it to that step's default assignee, taking it off your screen mid-job.
If matching is on, expect the refusal at approval, not at save. Match the lines before you try to approve, rather than approving and then working out why it would not go.
Replace an invoice number that came through as unknown before you save anything else. SubBase refuses to save an invoice whose number contains that word, so nothing else you have typed is kept either.
Leave the invoice alone while a SubBase analyst is reviewing an issue on it. The notice on the invoice says so, and edits made during the review can collide with theirs.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.