Learn how to manage vendor invoices on your side or get a general overview of vendor billing in Vantage. |
Reviewing an invoice
You can see the invoices vendors sent you for review either on the Invoices page or inside the Event drawer (Events page > click the events > Received invoices).
Adding invoice details
In the invoice, you can fill in:
PO number — Purchase Order number your accounting team created for this job.
PO amount — the budget your company approved to pay for the job.
Let us know if you want to add more fields to your invoices. They’ll show only for your team, not for vendors. |
You can also see the Event amount and any Extras the vendor submitted for the job (e.g., rentals or travel).
Vantage automatically calculates the total amount you need to pay your vendor based on their invoice and any Extras they added. |
If necessary, you can also upload documents and leave comments on the invoice.
Based on your review, you can Accept the invoice, Reject it, or choose Change Required to return it to the vendor with a note explaining what needs to be updated.
The invoice approver will receive a notification whenever they get a new invoice or a vendor updates an existing one. |
Frequently Asked Questions
Why don’t I see any invoices for the event?
Why don’t I see any invoices for the event?
If you don’t see an invoice in the Received invoices tab (Events page → click the event), it means your vendor hasn’t created one yet. It will appear as soon as they send the invoice for review.
Who is notified when a vendor submits an invoice?
Who is notified when a vendor submits an invoice?
The event role you’ve selected as the invoice approver (e.g., Event Owner) gets a notification whenever a new invoice is submitted.
If you want a different role to receive these notifications, contact our support team.
What info can I edit in the invoice?
What info can I edit in the invoice?
You can edit the PO number and PO amount at any time from the event (Events page > click the event > Received tab).
You can also edit these fields from the invoice itself in any status except “Rejected” (Invoices page > click the invoice).
Who can approve the invoice?
Who can approve the invoice?
All Admin users and the event role you’ve selected as the invoice approver. For example, if you choose Event Owner as the approver, then the Event Owner can add the event to the invoice and update its status.