# Upload Invoice for a Supplier

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

URL: https://www.procureflow.ai/docs/invoices/upload-invoice



<Callout type="info" title="Who can use this?">
  Available to <GuideRole>Procurement Buyer</GuideRole>, <GuideRole>Procurement Admin</GuideRole>, and <GuideRole>Admin</GuideRole>. The supplier must be a buyer-managed (non-self-service) vendor, and the PO must have been accepted.
</Callout>

<Steps>
  <Step>
    Open the Purchase Order [#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.

    <GuideScreenshot src="/docs/screenshots/invoices/upload-invoice/01.png" alt="Buyer-managed banner with Upload Invoice and Create GR" caption="Step 1: Buyer-managed banner after PO acceptance, showing the Upload Invoice button" />

    <GuideNote>
      **Note:**

       If your PO uses 

      **Payment Milestones**

      , the 

      **Upload Invoice**

       button will be disabled. Settlement happens per milestone. Use the 

      **Payment Milestone**

       table instead.
    </GuideNote>
  </Step>

  <Step>
    Click Upload Invoice [#click-upload-invoice]

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

    <GuideScreenshot src="/docs/screenshots/invoices/upload-invoice/02.png" alt="Upload Invoice dialog" caption="Step 2: Upload Invoice dialog with step 1 (Link the delivery) and step 2 (Invoice Details)" />
  </Step>

  <Step>
    Select the delivery to bill (Step 1) [#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.

    <GuideScreenshot src="/docs/screenshots/invoices/upload-invoice/03.png" alt="GR selection in upload invoice dialog" caption="Step 3: Select the completed delivery (GR) that this invoice is billing for" />

    <GuideNote>
      **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.
    </GuideNote>
  </Step>

  <Step>
    Fill in invoice details (Step 2) [#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).

    <GuideScreenshot src="/docs/screenshots/invoices/upload-invoice/04.png" alt="Upload Invoice dialog filled" caption="Step 4: All invoice details filled in with PDF attached, ready to submit" />
  </Step>

  <Step>
    Click Submit Details [#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.

    <GuideTip>
      **After submission:**

       From the 

      **Invoices**

       tab on the PO, your finance team can process payment.
    </GuideTip>
  </Step>

  <Step>
    View the uploaded invoice [#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.

    <GuideScreenshot src="/docs/screenshots/invoices/upload-invoice/05.png" alt="Invoices tab showing uploaded invoice" caption="Step 6: The Invoices tab listing all supplier invoices raised against this PO" />

    <GuideTip>
      **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.
    </GuideTip>
  </Step>
</Steps>