Submit an Invoice via Portal

This page explains how to submit a supplier invoice by uploading it directly into PayInvoice Next — either through the Supplier Portal or through manual upload within the system. It also covers batch uploads for processing multiple invoices at once.

Prerequisites

• You have the Accounts User or Accounts Manager role (for internal uploads)
• Or: The supplier has an active Supplier Portal login (for supplier self-service)
• The invoice file is in PDF (recommended), JPEG, or PNG format

Step-by-Step: Manual Upload

1. Navigate to Invoice Processing Unit > Invoice Inbox > + New.
2. Set the Source Channel to "Manual Upload".
3. In the Invoice File field, click Attach and select the invoice file from your computer.
4. Optionally fill in the External Reference field with the supplier's invoice number for easy searching.
5. Select the Company if your organization has multiple companies.
6. Click Save.

After saving, the system automatically:

• Assigns a Tracking Number for lifecycle tracking
• Records the file name, type, and size
• Begins OCR Processing to extract invoice data
• Matches the supplier using GSTIN, PAN, or email
• Checks for duplicate submissions

TIP

You can also upload invoices directly from the Invoice Inbox list view using the bulk upload button if you need to process multiple files.

Step-by-Step: Supplier Portal Upload

Suppliers with portal access can submit invoices directly:

1. The supplier logs into the Supplier Portal.
2. They navigate to the invoice submission page.
3. They upload the invoice file and provide basic details (invoice number, amount).
4. The system creates an Invoice Inbox record with Source Channel set to "Portal Upload".
5. Processing follows the same OCR → Matching → IPU creation flow.

The supplier can check the status of their submitted invoices through the portal at any time.

Step-by-Step: Batch Upload

For processing multiple invoices at once:

1. Navigate to Invoice Processing Unit > IPU Batch > + New.
2. Add invoice files to the batch — each file becomes a Batch Item.
3. Click Save to start processing.
4. The system processes each file individually. Progress is tracked per item:
   • Each batch item shows its own status (Pending, Processing, Completed, Failed)
   • The batch record shows overall progress (total items, completed, failed)
5. Successfully processed items create individual Invoice Inbox records, each with its own tracking number.

Step-by-Step: GSTR-2B Import

For invoices sourced from the GST portal:

1. The system imports structured data from the GSTR-2B return.
2. Invoice Inbox records are created with Source Channel set to "GSTR-2B".
3. Since the data is already structured, OCR is not required — fields populate directly from the GST data.
4. Supplier matching uses the GSTIN from the return (highest confidence match).
5. These records move directly to IPU creation and matching.

After Upload

• Check the Invoice Inbox list view to see all your uploaded invoices and their current status.
• Use the tracking number to follow any invoice through the complete processing lifecycle.
• If an upload fails OCR, see Intake FAQ & Troubleshooting for resolution steps.

Related Pages

• Submit an Invoice via Email — Alternative method using email
• Intake Field Reference — What each Invoice Inbox field means
• Intake FAQ & Troubleshooting — Common errors and solutions
• Invoice Intake Overview — All intake channels explained