Every vendor bill your company receives lands on the Invoices page. Use it to find one bill, see whose queue it is in, and check how far through review it has got.
Before you start
Your company must have invoices turned on. If Invoices is missing from the top navigation bar, ask your Admin, or contact us.
What you can see and do here is set per role by your Admin, in Company Settings. No role has a fixed level of invoice access.
The tabs
To Review: invoices assigned to you that have not reached the last status yet. This is your queue.
All Invoices: every invoice in the company, whoever is holding it.
Inbox: files that have arrived but are not invoices yet.
Deleted: invoices someone deleted, with who deleted them and why.
You may not see all 4. Each tab depends on a permission, so your Admin decides which ones appear for your role.
Finding an invoice
Use the project selector to switch between all projects and a single project.
Use the search box to find an invoice by number, vendor or keyword.
Open Invoice Options to set Filters, choose Columns, or use Download to export the list.
On All Invoices, use View to switch between Everyone and Assigned to me.
Click Create to enter an invoice by hand, or Upload to add a file.
The columns
The table can show Status, Assigned To, Vendor, Invoice, Projects, Orders, Order Status, Match Status, Created At, Invoice Date, Accounting Date, Due Date, Invoice Total, Posted At, Tags and Age.
Order Status and Age are hidden until you turn them on under Columns. Age is how long the invoice has been sitting in its current status. To Review leaves out Assigned To and Posted At, because everything in it is already yours.
Statuses
The chips above the table filter the list by status, and each chip carries a count.
Four stages always exist and cannot be removed. Their default names are Unreviewed, Approved, Rejected and Posted. Your company can rename any of them and add its own steps in between, so the chips on your screen may read differently. The posted stage is always last, and it does not appear on To Review.
Match Status
If your company checks invoices against their purchase orders and deliveries, Match Status says how far that check got: Not Required, Unverified, Pending Delivery, Verified, Overridden or Unmatched Lines.
How invoices fit with orders and commitments
An invoice reaches a commitment through an order. You agree a commitment, place orders against it, then link each invoice to the orders it bills. Nothing creates an invoice from a commitment on its own.
An invoice can belong to more than one project. You do not choose them: SubBase works the list out from the invoice's own project plus the project of every order linked to it. Link an invoice to orders on 2 projects and it belongs to both.
Best practices
Read the chip counts against the View you have picked. They are counts for that view, so the same chip reads 113 under Everyone and 4 under Assigned to me. Switching the view changes every number above the table.
Use All Invoices, not To Review, to answer "who has this?". To Review hides the Assigned To column and shows only what is yours, so an invoice stuck on a colleague is invisible there.
Do not read Match Status as a billing check. Not Required means matching is switched off for your company, not that the invoice agrees with the order. Matching is off unless an Admin turns it on.
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.