This page brings all invoice activity into one place, helping teams review costs, reconcile invoices with orders, and move invoices through approval and accounting workflows with full visibility.

The Invoices tab plays a critical role in SubBase by connecting procurement activity to financial accountability, ensuring that what was ordered, delivered, and billed stays aligned before payment and final accounting sync.

Here is where SubBase shifts from purchasing into financial review. Users land here to see incoming vendor invoices, understand which invoices require action, and track invoice status across projects.

Instead of invoices living in email inboxes or spreadsheets, SubBase centralizes them alongside orders, deliveries, and cost codes. This allows teams to review invoices in context, reconcile them against purchase orders and proof of delivery, and move them through approval workflows with confidence.

The page is organized into multiple sub-tabs, each serving a distinct purpose depending on where an invoice is in its lifecycle.

This tab is typically available to Admins, Purchasers, and users involved in accounting or invoice review, but visibility and actions depend on company configuration and assigned roles.

Before using the Invoices tab, invoices must be received by SubBase through one of the supported methods, such as vendor submission, email forwarding, or manual upload. Additional invoice visibility and assignment are driven by project settings and approval workflows configured by your company.

When you open the Invoices tab, you can view invoice activity across all projects or filter down to a specific project using the project selector.

You can search invoices by vendor name, invoice number, or keyword, and use filters to narrow results by status, assignee, date, or sync state. The table displays key invoice details such as vendor, project, related order, total amount, status, and assignment, giving you a clear snapshot of where each invoice stands.

You can also download filtered invoice data for reporting or reconciliation and open individual invoices to view extracted data alongside the original invoice document.

From any of the invoice sub-tabs, users with the appropriate permissions can create a new invoice or upload an invoice file. This flexibility allows invoices to be added at any point, whether they arrive through email, are uploaded manually, or are entered directly into SubBase.

The To Review tab is your action queue.

It shows invoices that require your attention based on project-level invoice assignment and the project’s invoice approval workflow. If an invoice appears here, SubBase has determined that you are responsible for reviewing or approving it at the current stage.

This tab is designed to help you quickly answer one question: What invoices do I need to work on right now? As invoices move forward in the workflow, they automatically leave this view.

Status filters in this tab mirror your company’s invoice approval workflow, allowing you to focus on invoices at a specific stage of review.

The All Invoices tab is the system-wide record of every invoice created or extracted in SubBase.

This view provides company-level visibility into invoice activity across all projects. Teams use it for tracking, reporting, and oversight, regardless of who individual invoices are assigned to.

After invoices are successfully extracted from the Inbox, they appear here as structured invoice records. From this system-of-record view, invoices are routed to the appropriate users through To Review based on project settings and approval workflows.

Status filters in All Invoices represent the full invoice lifecycle across the company and are commonly used for auditing, reporting, and monitoring approval and posting progress.

The Inbox tab is where invoices first arrive in SubBase before they become structured invoice records.

Think of the Inbox as the intake layer for invoices.

Only PDF files are accepted for invoice intake in SubBase. Invoices must be submitted as PDF attachments when emailed, forwarded, or uploaded. It captures anything sent into SubBase, including invoices emailed by vendors, invoices forwarded from your company’s accounts payable email, and files uploaded directly by users.

Each customer is provided with a dedicated SubBase accounts payable email address. Customers can continue using their existing AP email address, with invoices automatically forwarded into SubBase and routed to this Inbox without requiring vendors to change how they send invoices.

While invoices are in the Inbox, they may be processing, awaiting review, or identified as non-invoice files. Once invoice data is successfully extracted, the invoice is created as a structured record and becomes visible in the All Invoices tab.

The Inbox helps teams quickly confirm what has been received, spot issues early, and ensure invoices are captured before entering the approval workflow.

The Inbox includes intake-focused status filters that reflect what is happening at this early stage, such as whether files are still extracting, need attention, were ignored, failed processing, or were successfully created as invoices.

Across the Invoices tab, you may see visual indicators that reflect invoice status, assignment, or extraction progress. Status labels show where an invoice is in your approval workflow, while assignment indicators clarify who is responsible for the next action. These cues are meant to provide clarity at a glance without opening each invoice.

The Invoices tab connects directly to orders, deliveries, commitments, and accounting integrations. It ensures that invoices are reviewed in the context of what was ordered and received, rather than as isolated documents.

Once invoices complete all required review and approval steps, the final outcome of this page is synchronizing approved invoices to the customer’s connected ERP or accounting system. This creates a clean, auditable handoff from procurement to accounting and closes the loop between purchasing and payment.