Upload Invoice for a Supplier

Submit a supplier invoice against a completed delivery for a buyer-managed vendor.

Who can use this?

Available to Procurement Buyer, Procurement Admin, and Admin. The supplier must be a buyer-managed (non-self-service) vendor, and the PO must have been accepted.

Open the Purchase Order

Open the PO detail page. The buyer-managed banner should show Upload Invoice and Create Goods Receipt buttons. These appear only after the PO has been accepted on the supplier's behalf.

Buyer-managed banner with Upload Invoice and Create GR — Step 1: Buyer-managed banner after PO acceptance, showing the Upload Invoice button

Note: If your PO uses Payment Milestones, the Upload Invoice button will be disabled. Settlement happens per milestone. Use the Payment Milestone table instead.

Click Upload Invoice

Click Upload Invoice in the buyer-managed banner. The Upload Invoice dialog opens.

Select the delivery to bill (Step 1)

In Step 1: Link the delivery, select the completed Goods Receipt (GR) that this invoice bills for.

Only closed GRs that have not yet been fully invoiced are selectable. Already-invoiced GRs are shown greyed out.

GR selection in upload invoice dialog — Step 3: Select the completed delivery (GR) that this invoice is billing for

COD payment terms: If the PO has Cash on Delivery terms (payment terms = 0 days), step 1 is skipped. The invoice bills the full remaining PO balance directly.

Fill in invoice details (Step 2)

In Step 2: Invoice Details, fill in:

Invoice Number: the supplier's invoice reference.
Invoice Date: the date on the supplier's invoice.
Invoice Amount: pre-filled from the selected delivery; adjust if needed.
Upload Invoice: attach the PDF or image of the invoice (max 5 MB).

Upload Invoice dialog filled — Step 4: All invoice details filled in with PDF attached, ready to submit

Click Submit Details

Click Submit Details. ProcureFlow uploads the invoice file, creates the supplier invoice record, and links it to the selected delivery.

The dialog closes and the invoice appears in the Invoices tab on the PO.

After submission: From the Invoices tab on the PO, your finance team can process payment.

View the uploaded invoice

After submission, click the Invoices tab on the PO detail page to confirm the invoice was recorded.

Each row shows the invoice number, the linked goods receipt, invoice date, amount, and current status.

Invoices tab showing uploaded invoice — Step 6: The Invoices tab listing all supplier invoices raised against this PO

What the statuses mean:

Pending GR Ack: the goods receipt acknowledgement is still outstanding.
Pending Approval: the invoice is in the finance approval workflow.
Pending Payment Run: it has been approved and is awaiting inclusion in a payment run.