Invoices in Payables

Invoices bring together the products and services your clients receive into one clear, professional statement. This makes payment simple, fast, and transparent. With every invoice you create, you’re not just organizing line items; you’re streamlining your entire billing workflow. Business rules and approval controls help ensure accuracy and compliance, so payments move forward efficiently.

From Payables, Invoices, you can work with standard, recurring, or generated invoices.

Use an invoice's menu to view or edit. Use columns to help you organize information visually, making it easier to find, compare, and analyze invoices quickly.

Tips for Working with Invoices

  • Standard invoices request payment from a vendor for goods or services rendered.

  • Recurring invoices create regular invoices quickly and easily according to a schedule. Since recurring invoices are templates you reuse, you can easily use them to pay recurring items such as utility bills, mortgages, and vehicle licenses. They also provide basic info such as vendor, invoice amount, and payment method so you don't have to continually enter the same details.

  • Generated invoices enable you to upload an invoice (that you've already scanned or downloaded) to automatically generate a new, open invoice. Using Microsoft's Azure AI Document Intelligence and Blackbaud AI, key data points are extracted and added to the new invoice including requestor, invoice number and date, purchase order number, due date, amount, description, and discount amount. Uploaded invoices are attached for a quick preview.

  • When searching for an invoice, use partial numbers if you don't remember the full number.

  • To update an invoice's distribution, create an invoice adjustment.

  • To remove an invoice, void the associated payment before you delete the invoice.

  • Use a standard invoice's menu to record a bank draft or manual check.

  • Multiple standard invoices - select or clear the checkbox next to each invoice you want to approve or mark as pending, then select Approve or Mark as pending. When complete, each selected invoice updates to the corresponding status. You can approve up to 50 invoices at a time.