In this guide, we'll walk you through the process of uploading your invoices, whether you're doing it manually or importing from your accounting system. By following these steps, you'll ensure your invoices are properly uploaded and ready for distribution and payment. Let’s get started!
1. Manually uploading
1. Manually uploading
Adfin is designed to accommodate all types of businesses. No matter your setup, uploading an invoice to Adfin is simple and intuitive.
Video summary
1.1 Uploading Your Invoice
Drag and drop: Simply drag the invoice file from your desktop into the designated upload area on the Adfin platform.
Browse and select: Alternatively, click on the "Upload" button and select the invoice file from your computer.
All invoices uploaded to Adfin must have a unique invoice number. If you attempt to upload an invoice with a duplicate invoice number, the upload will fail and you will be prompted to amend the invoice number and re-upload the invoice.
1.2 Reviewing the uploaded invoice
Once your invoice is uploaded, Adfin’s A will begin processing it to extract the relevant information. This typically includes:
Invoice Number
Issue Date
Due Date
Customer Details
Itemised Services/Products
When the AI has finished processing your invoice, you’ll see a success message with two options:
View drafts: Select this option to review the extracted invoice details and customer contacts before sending the invoice. This gives you the chance to make any necessary adjustments.
Send now: If everything looks good and you’re ready to proceed, select “Send Now” to distribute the invoice immediately while triggering the associated workflow (learn more about Workflows).
1.3 Editing contact details before sending
If your invoice includes customer contact details, Adfin’s AI powered upload tool will automatically capture the relevant data for sending out the invoice. However, if the invoice lacks this information or the information wasn’t captured it correctly, you can easily edit these details in the draft section.
How to Edit Contact Details:
Access the draft section: To edit the contact details, simply click anywhere on the row of the invoice you want to modify.
Review the information: A new box container will appear on the right, displaying all the relevant information from the invoice. If any contact details are missing, they will be highlighted in red.
Make edits: Click on "Edit" to modify the contact details as needed.
1.4 Selecting workflow and sending out the invoice
Once you've reviewed and edited the invoice details, the next step is to select the workflow for sending out the invoice.
Select workflow:
On the "Send Invoice" screen, you’ll see a dropdown menu labeled "Select workflow."
Click on the dropdown to choose your preferred method of sending the invoice. Workflows include sending invoices via three channels:
Email: Send the invoice directly to the customer's email.
WhatsApp: Send the invoice through WhatsApp for a more immediate and direct communication channel.
SMS: Send the invoice via SMS, which is ideal for quick, on-the-go notifications.
Review reminders:
Below the workflow selection, you’ll see a list of automated reminders that will be sent as part of the workflow.
These reminders ensure that your customer is notified if the invoice isn’t paid on time, helping to reduce late payments.
Coming soon, you’ll have the flexibility to mix methods for sending reminders (e.g., 1st reminder via email, 2nd via WhatsApp, followed by another email). Additionally, you’ll be able to add actions to the workflow, e.g as offering a 3% discount if the invoice is paid within the next 24 hours.
Customise message (Optional):
If you wish, you can type a custom message in the provided text box to add a personal touch to the invoice.
Send the invoice
Once everything is set up, click the green "Send now" button at the bottom right of the screen.
Your invoice will be sent according to the selected workflow, and the reminders will be scheduled automatically.
1.5 Checking status
After successfully uploading and sending your invoice, you can track its status within the Adfin dashboard, ensuring you stay informed of payment progress.
2. Importing from your accounting software
2. Importing from your accounting software
To simplify the process of uploading your invoices, Adfin allows you to seamlessly import them from your accounting software. This integration ensures that invoices are synced in real-time, making it easy for you to manage your accounts receivable and payments directly from the Adfin platform.
We currently support Xero and are building support for Quickbooks. Please see the guide “Connect your Xero Account to Adfin” for full details of how to connect Xero to Adfin.
2.1 Connecting your accounting software
Please see the guide “Connect your Xero Account to Adfin” for full details of how to connect Xero to Adfin.
2.2 Sending an invoice from Xero to your customer via Adfin
If you have Xero branding theme templates configured with Adfin, only invoices created on the configured branding themes will be imported to Adfin.
Once you’ve completed all the relevant invoice details in Xero as usual, the only additional step to send the invoice via Adfin is to click "Approve" instead of "Approve & email".
If you click on "Approve & email", the invoice will be sent directly through Xero. However, by simply clicking "Approve", our platform will automatically detect the approved invoice, upload it into your Adfin account, and send it to your customer, along with the associated workflows and reminders. This streamlines your invoicing and ensures everything is managed within Adfin.
Once you click "Approve", it takes approximately 30 seconds for the invoice to reflect in your Adfin account. The invoice will be automatically uploaded and distributed to your customer. Once uploaded, the invoice will display a "Sent" status, confirming that it has been successfully processed and sent.
2.3 Reconciling back to Xero once a payment has been made
After your customer completes the payment, the invoice status will automatically update to "Paid" in both Adfin and Xero.
When you connect Xero to Adfin, an Adfin Bank account is created in Xero as a virtual ledger. This account helps track payments processed through Adfin, even though it doesn’t hold real funds. It simply records the transaction details.
Once the payment is made, Adfin Bank reflects the incoming transaction. This allows Adfin to stop any automatic payment reminders. When the actual funds are settled into your real bank account (based on the payment method's settlement time), the Adfin Bank will automatically reconcile the transaction with your main bank account in Xero, ensuring accurate reconciliation.