Time for a spot of invoicing 101.
This quick guide shows you how to make sure your invoices arrive in iCompleat quickly, with their header and line data accurately extracted and ready for processing.
You're just a couple of steps away from invoices appearing in your tray as if by magic...
Distributing your e-invoicing email address to suppliers
If you didn't give your e-invoicing email address to your suppliers when you created your live company, now is the time to do it. PDF invoices sent directly to your iCompleat company by your suppliers can arrive in your Unprocessed tray almost instantly, speeding through our nifty data extraction software with the most accurate results.
However, scanned invoices sent from your own email address can take upwards of one working day to make their way to iCompleat. That's too long to wait for that all-important final approval.
The best way to let your suppliers know about your new e-invoicing email address is using our email template for Outlook. Simply download the template using the link below, fill in your details, and forward it to the relevant suppliers.
Your e-invoicing email address is always displayed under the tiles on the homepage. We've put a handy button to the right of it so that you can copy it to your clipboard and give it to suppliers at a moment's notice.
Of course, if your suppliers are already sending invoices to an existing email address, like email@example.com, you might not want to change this. If so, you can set up a quick auto fowarding rule so that invoices are still directed to your e-invoicing email address without the need to manually forward them on, saving you time. Invoices sent to iCompleat this way can still arrive in your Unprocessed tray in a matter of seconds.
Some email providers won't redirect emails for security reasons. If you experience problems with redirecting, we recommend that you create an email distribution group containing your email address, and your iCompleat e-invoicing email address.
What happens if a supplier sends a document that's not an invoice?
Good question! Documents like statements and quotes can't be processed through iCompleat, but that isn't a problem. If a supplier happens to send any non-invoice related documents to your e-invoicing email address, our data extraction software will automatically forward them to you. You can specify where these emails are forwarded to by changing your notification e-mail address in the Subscription Options area of iCompleat under Billing/Contacts.
This doesn't apply to any extra documents that suppliers attach to emails containing their invoices. They'll appear with the invoice in iCompleat as supporting documents that can you view when processing right through to approval.
How do I know that there's an invoice on the way?
When an invoice is nipping through our data extraction software, you'll see a green banner in the invoice trays letting you know it's on its way. You can click the banner to see an image of the invoice, along with the supplier name, the exact time the invoice was sent, and images of any supporting documents. Handy, right?
When does an invoice credit get taken from my balance?
Invoice credits let you receive invoices in iCompleat. For every invoice that you receive in iCompleat, one invoice credit is deducted from your balance. Don't worry - an invoice credit isn't deducted until the invoice actually arrives in iCompleat, so any invoices going through our data extraction software won't affect your balance until they're actually in the tray. This also means that emails that don't contain invoices, and are therefore forwarded to you by our extraction software, don't use up invoice credits.
Invoice credits won't be deducted from your balance for supporting documents. When an invoice arrives with three supporting documents attached to it, iCompleat only deducts one invoice credit from your balance.
If you have more than one company in iCompleat, you don’t need to top up invoice credits for each separate company as they share one invoice credit balance. You can top up your invoice credit balance in the Subscriptions Options area of iCompleat.
Now that you're an aficionado in sending invoices to iCompleat, it's only a matter of time before the invoices start rocking up ready to be coded and sent for approval.
When your first invoice drops in, head to the next section to see how to process it.