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Track & pay purchase invoices

The Purchase Invoices list is your accounts-payable workbench: every supplier invoice, its approval state, its 3-way match, and what's still owed. Invoices are recorded against purchase orders — see Record a supplier invoice — and worked here.

The list​

Go to Orders → Purchase Invoices:

  • Approval chips — Needs Review, Approved, Rejected, Auto-Approved — track the payment-approval workflow.
  • Payment due chips — Overdue, Due Today, Due Soon — the aging view at a glance; the Aging Report and Variance Report buttons go deeper.
  • 18 columns including the invoice and PO numbers, totals, Status, Approval, and the 3-way Match state.
  • Connect Google Calendar pushes invoice payment due dates to your personal calendar.

The invoice page​

Open an invoice to work it. The header shows its status (for example Partially Paid) with Add Payment, Edit, Print, and More; tabs cover Details, 3-Way Match, Payments, Notes, Tags, Accounting, Documents, and Activity.

Check the 3-way match​

The 3-Way Match tab compares the purchase order, the receipt, and the invoice line by line — tiles for Total Lines, Qty Matched, Price Variance, and Qty Mismatch, above a grid of PO qty/price vs received qty vs invoiced qty/price with a per-line Match verdict. A clean match means you're paying for exactly what you ordered and received; see Invoicing and the 3-way match for the concept.

Approve for payment​

The Details tab carries the money controls:

  • Payment Authorization warns when the supplier's payment details haven't been verified — confirm the payee before releasing funds.
  • Approve for Payment submits the invoice into the approval workflow. With no approver configured, submitting immediately approves it — set a default payment approver in Accounting Settings to add the review step.
  • Send Remittance Advice emails the supplier what you're paying.

Record payments​

Add Payment (header or Payments tab) logs a payment against the outstanding balance; the Payments tab shows the running position — PO total, invoice total, balance due, and every payment with its type and reference. The same dialog is reachable from the supplier's Payables tab.

Line items​

Invoice lines carry their nominal codes for posting. Add Product adds an invoiced product line; Add Cost Line records a non-product charge on the invoice.

Next steps​

Video transcript

Purchase invoices are your payables workbench — approval states, aging, and what's still owed, all in one list. Open an invoice to work it — status, terms, and the controls for approving payment and sending remittance advice. The three-way match compares the order, the receipt, and the invoice line by line — pay for exactly what you ordered and received. Payments tracks the running position — what's been paid, and the balance still due.

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