Invoice Management

Creating an Invoice

1. Create a new invoice by clicking + Transaction, then Invoice
2. Fill in the invoice information
3. In the Attachments section, click Upload file or Select from documents
4. You can attach up to 5 PDF files per invoice
5. Click Save

Document Attachments

Attaching PDF copies of supplier invoices helps maintain a complete digital record and makes it easier to review past expenses.

Scanning Supplier Invoices

AppNFlat allows you to scan your supplier invoices to automatically extract important information. This feature saves you time by eliminating manual data entry.

How to scan invoices

1. In the Suppliers section, click + Transaction and select the option Invoice
2. Upload one or more photos of your invoices. You can use:
   • Photos taken with your phone or camera
   • PDF invoice files
   • One image per invoice (unlike checks, each image should contain a single invoice)
3. The application will automatically analyze each image and extract the following information:
   • The supplier
   • The expense category
   • The invoice number
   • The amount
   • The date
   • The description
4. Once you have reviewed all the information, click Save to create the invoices in the system.

Scanning Multiple Invoices

Tip

From the shortcut Scan invoices on the dashboard, you can scan multiple invoices at once.

When selecting the files to scan, choose all your invoices.

The application will analyze them and prompt you to validate the identified information.

For each detected invoice, a confidence indicator (high or low) shows you the level of reliability.

You can delete the invoice if it is not relevant.

Note

Scanned invoices are added as attachments to the corresponding transaction in the application.

Tips for better results

Tip

• Take clear and well-lit photos of your invoices
• Make sure all information on the invoice is readable
• If a field shows low confidence, carefully verify the extracted information
• You can upload multiple invoices at once to process them quickly

Modifying an Invoice

1. Open the invoice you want to modify by clicking on the information icon in the transaction list
2. Click the Edit button
3. To add files:
   • Click Choose a file in the Attachments section
   • Or drag and drop your new files
4. To remove files, click the delete icon (trash can) next to the file you want to remove
5. You can also change the date and description of the invoice
6. Click Save to confirm your changes

Important

• If you wish to change the amount or the account, you must cancel the transaction and create a new one
• You can attach up to 5 PDF files per supplier invoice

Permanent File Deletion

Files you remove from an invoice will be permanently deleted and cannot be recovered. Make sure you have a backup if needed before removing attachments.

Re-invoicing to Units

Re-invoicing (also called “billbacks”) allows you to redistribute the cost of a supplier invoice to one or more units. For example, if you paid for work specific to certain units, you can bill those expenses to them.

How to Re-invoice

1. Open the supplier invoice you want to re-invoice
2. In the Billbacks section, click + Billback
3. For each billback:
   • Select the unit concerned
   • Enter the amount to charge
   • Check the Notify unit owners box if you want to send a notification to the concerned co-owners
4. You can add multiple billbacks for different units
5. Click Save

What Happens When Re-invoicing?

A new “Supplier Billback” transaction is created for each unit

The unit owner can view this transaction in their account statement

PDF files from the original invoice are automatically accessible from the billback

If you checked the notification option, the owner receives an email informing them of the new charge

Automatic PDF Access

When you create a billback, the PDF files from the original supplier invoice are automatically linked to the unit’s billback transaction, so owners can view the supporting documentation.

Viewing Billbacks

Once billbacks are created, they appear in the Billbacks section of the original invoice. You can:

• See which unit was billed and for what amount
• Access PDF files from the original invoice
• View details of each billback by clicking on the unit link

Invoice Summary View

AppNFlat offers a summary view of all your supplier invoices to facilitate tracking.

Accessing the Summary View

1. In the left menu, click Suppliers
2. Click Invoices in the submenu

Information Displayed

The invoice table shows:

Date	Invoice date
Status	Icon indicating if the invoice is paid, partially paid, or unpaid
Supplier	Supplier name
Accounting #	Accounting account number
Invoice #	Invoice number
Original Amount	Total invoice amount
Unpaid Amount	Amount remaining to be paid
Pending Amount	Amount of payments awaiting approval

Available Filters

You can filter invoices by selecting a custom date range.

Available Actions

Click on the Information button to open the invoice details and edit it

Use export buttons to download the list in Excel, CSV, or PDF format

Tip

A paperclip icon appears next to invoices that have attached PDF files. This allows you to quickly identify documented invoices.

Additional Information

• Supplier Transactions
• Recurring Invoices / Payments
• Adding a Transaction