Here's a quick and simple explanation of how invoice assignment works on Rindegastos’ web platform.
Topics you’ll find in this article:
What is invoice assignment?
Invoice assignment allows the Submitter or Approver to link an electronic invoice to an expense that doesn't yet have an official receipt. This feature enables Submitters or Approvers to include the invoice in PDF and XML formats, for expenses where the Submitter didn’t have access to these documents at the time of purchase.
On Rindegastos, there is a module called “Tax Documents” that the account administrator can activate and configure to enable invoice assignment.
Important: This feature is currently available for Rindegastos Colombia 🇨🇴.
How does invoice assignment work in Rindegastos?
Invoice assignment operates as follows:
The company forwards the invoices it receives to Rindegastos’ automated email inbox. This way, the invoices sent to the company's official email will automatically be assigned to a specific user profile in Rindegastos, called the "billing profile."
The Administrator needs to activate the invoice assignment feature and configure the appropriate options, ensuring that the email registered in this section matches the billing profile. Once set up, the Submitter or Approver can assign invoices to the expenses they are creating or reviewing, as needed.
Who can configure invoice assignment?
Invoice assignment can be configured by Administrators with access to the Tax Document module in Rindegastos. In this module, they can:
Activate or deactivate the invoice assignment feature.
Select the email of the user who receives the company’s invoices.
Grant permissions for users to assign expenses to invoices.
Add policies that will have access to the invoice-to-expense assignment feature.
How to configure invoice assignment in Rindegastos?
To activate and configure invoice assignment, follow these simple steps:
From the "Administrator" menu, select “Tax Document.”
Click “Activate Invoice Assignment” to enable the feature for users.
From the list, select the email of the user who receives the company’s invoices. Remember to set up automatic forwarding of all electronic invoices from the billing email to recibos@rindegastos.com.
Activate the permissions so that Submitters or Approvers can assign expenses to an invoice.
Add the policies that will have access to the invoice-to-expense assignment. For now, you can only select policies with COP currency.
Finally, click “Save Changes”.
That’s it! Now users can assign invoices to the expenses they create in Rindegastos, as long as the invoice is already available in the designated user account.
✏️Note: When assigning an invoice, Rindegastos automatically fills in the expense details using the information from the XML file and attaches the PDF version of the invoice.
If you still have questions about this process, write to soporte@rindegastos.com for
details. We're here for you!