Bookkeep your invoices
Interested in managing invoices in Spendesk? Get in touch with your dedicated Customer Success manager to discover how Spendesk can help you streamline this process as well.
Add your accounts payable on Spendesk
When creating new suppliers, there are two ways to assign account payables (supplier accounts).
You have already submitted your invoice but the supplier is not created yet or needs to be updated:
- - Head to Invoices > Review
- - Click on your invoice and then on the Supplier tab.
- - Update the form with the bank details and the account payable.
- - Save! We’ll reuse this information next time you upload an invoice from this supplier.
🚨 Important: If you're only using the Payments > All tab to export your payments, then filling an account payable is optional. If you're using the Payments > To prepare tab, then it becomes mandatory.
In the second case, the supplier account is not mandatory to validate a request from the Requests tab, but is mandatory when preparing to export payments.
There is no general rule. Your account payable code depends on the country and/or your accounting software. An example in France : 401LINKEDIN because 401 is the right account in the France's accounting structure. However, in England or Germany it can be different.
👉🏻 The goal for our customers is to have the same rule between Spendesk and their accounting software to simplify the export and produce quality accounting data.
It’s a new supplier and you haven’t uploaded an invoice so far:
- - Head to Invoices > Suppliers.
- - Click on the button “Create a new supplier”.
- - Fill in the form and add your account payable.
- - When you submit an invoice from this supplier, we’ll use these bank details and account payable.
These accounts payable will then appear in your Spendesk purchase journal and let you bookkeep your invoices with all the accounting information you need.
Download your invoices to bookkeep them
To bookkeep your invoices, you first need to review them. Once reviewed, they move to the Invoices > Pay tab.
You don’t need to mark them as paid to bookkeep them first.
- - Thick the white box near each invoice and then click at the bottom of the page on the link “download your invoices”.
- - The file lists your invoices and you can add them to your accounting software.
You are therefore able to bookkeep these supplier invoices on their issue date.
Pay your invoices as usual
When you're happy to mark these invoices as paid, head back to Invoices > Pay and retrieve the XML SEPA file. Once downloaded, import it in your bank to trigger the wire transfers.
These supplier invoices are now located in Payments > All and Payments > Prepare, displayed by their scheduled payment date.
Prepare and export your payments
At the beginning of the month, it’s time to prepare last month’s closing!
- Head to Payments > Prepare, add your bookkeeping information to each payment and mark them as ready.
- Once done, head to Payments > Export, and choose the period you want to cover. Click on the Export button.
⚠️ Make sure you edit this period so that it covers all supplier invoices (these can be displayed in the 'future' since supplier invoices appear on their scheduled payment date).
👉 Once you retrieve your purchase journal, make sure to filter on the column “type = supplier invoice" so that you can exclude the supplier invoice payment lines. Indeed, as you've already imported them previously, it’s not necessary to import them again.
When your purchase journal is cleared, you can import it into your accounting software. Et voilà!