Vendor bills reach SubBase 2 ways: emailed to your company invoice address, or uploaded by hand. Either way they land in the Inbox first and become invoices once SubBase has read them.
Before you start
You need Can view invoice inbox to see the Inbox tab. Your Admin sets it per role in Company Settings.
Your company has its own invoice address. It is shown to the right of the status filters on the Inbox tab, with a button to copy it.
Have vendors email them in
Open Invoices in the top navigation bar, then Inbox.
Copy your company invoice address from the right of the status filters.
Give that address to your vendors, or forward bills to it yourself.
Email attachments have to be PDFs. Anything else is set aside on arrival, because vendor emails routinely carry logos and signatures that are not invoices.
Upload one yourself
Click Upload at the top right of the Invoices page.
Drop the files onto Drag to upload, or click it to browse.
Click Upload Invoices.
Upload takes PDFs and photos: PNG, JPG and HEIC all work. This is the route for a bill photographed on a phone.
What the Inbox tells you
The filters above the list are All, Extracting, In Review, Ignored, Failed and Created. Each row shows who it came from, the files it carried, and a tag saying where it got to.
Extracting: SubBase is reading the file.
In Review: a SubBase analyst is looking at a problem with it.
Ignored: set aside. The tag says Auto Ignored if a rule did it, Manually Ignored if a person did.
Failed: SubBase could not read the file.
Created: the file became 1 or more invoices. The tag counts them.
Click any row to open Inbox Detail. It lists the attachments, Created Invoices By File with the invoice each one produced, and Uploaded By and Uploaded At.
A file was set aside and it really is an invoice
Open the row. The notice reads This inbox has been auto marked as Ignored and names each file with the reason.
Click Process ignored files.
Tick the files you want and confirm.
SubBase re-uploads those files and skips the rule that set them aside. Only PDFs and images can go through this, and because it counts as an upload, a photo that email refused will now be read.
A file failed
Open the row. The notice gives the reason SubBase could not read it. From there you can set the file aside, or create the invoice by hand and type it in yourself. Use Help us improve on the same notice to tell us what the file was.
Notes and limits
An email with no attachment still shows in the Inbox, saying so.
Uploading 3 files creates 1 inbox row that can produce 3 invoices. The row lists which file became which.
Use Create, not Upload, to type an invoice in with no document at all.
Only the Inbox shows what arrived. An invoice that was never created will not appear on All Invoices.
Best practices
Email PDFs, upload photos. A bill photographed on a jobsite has to go through Upload: emailed images are set aside on arrival, so sending one to the invoice address loses it quietly.
When a real invoice has been set aside, use Process ignored files rather than asking the vendor to resend. It re-uploads the file you already have and skips the rule that caught it.
Check Failed as well as Ignored. A failed file is one SubBase could not read at all, and it sits in the Inbox until a person deals with it. Nothing chases it.
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.