Vendor Bills
AP inbox, AI bill extraction, 3-way matching, and payment scheduling.
Vendor bills are invoices received from suppliers. They can arrive via your AP inbox email (AI extracts the data automatically), be created manually, or be imported from a PEPPOL e-invoice.
AP Inbox
Your workspace has a dedicated AP inbox email address, found in Procurement Settings > AP Inbox.
Forward or CC supplier PDF invoices to this address. Workestra AI extracts:
- Vendor — Matched against your vendor directory by name or VAT number
- Invoice number and date
- Amount, currency, and due date
- PO reference number — Used to link the bill to an existing PO
- Line items — Description, quantity, and unit price
AI Extraction Confidence
Each extracted field shows a confidence indicator. Low-confidence fields are highlighted for manual review before the bill is saved. The more bills you process, the more accurate extraction becomes for your specific vendors and invoice formats.
Creating a Bill Manually
Navigate to Procurement > Vendor Bills > New Bill:
- Select the vendor
- Enter the invoice number, date, and due date
- Add line items — or upload a PDF and let AI fill the form
- Link to a purchase order (optional, required for 3-way matching)
Bill Statuses
| Status | Meaning |
|---|---|
| Draft | Being reviewed, not yet approved |
| Pending Match | Awaiting 3-way match verification |
| Pending Approval | Passed matching, awaiting finance approval |
| Approved | Reviewed and ready for payment |
| Scheduled | Included in a payment batch run |
| Paid | Payment confirmed |
| Disputed | Flagged for dispute with the vendor |
3-Way Match
After a bill is linked to a PO, Procurement automatically compares quantities and prices across the PO, the goods receipt, and the bill.
| Result | What Happens |
|---|---|
| Matched | Within configured tolerance — bill advances to Pending Approval |
| Partial match | Some lines differ — flagged for manual review |
| No match | Significant discrepancy — held until manually resolved |
Approving and Paying
Approved bills accumulate in the payment queue:
- Navigate to Procurement > Payment Runs > New Run
- Select the bills to include and the payment date
- Export a SEPA or ACH batch file
- After your bank processes the run, return and mark the bills as Paid
- Finance creates the corresponding bank transaction automatically
Finance Posting
Approved vendor bills auto-post to Finance as expense records. The GL account from each bill line item maps to the configured Finance expense category — no manual journal entry required.
To process PEPPOL e-invoices automatically: enable the Finance PEPPOL module. Inbound PEPPOL invoices create vendor bills in Procurement automatically, with all fields pre-filled from the structured e-invoice data.