With Libeo there’s no need to enter data manually; let our OCR do the work! You should, however, check the fields and add any items required.
To control an invoice:
Click on “Review” from the left-hand menu;
Click on “Review” alongside the invoice of your choice. If you see a “warning” sign, it means that Libeo suspects a duplicate;
This takes you to the control page.
If the file contains several invoices, separate them by clicking on the dotted lines between the different pages.
1/ Supplier
Libeo identifies the supplier using the CRN indicated on the invoice;
If nothing is displayed, search for the supplier manually;
If the message “Unknown!” is displayed, the supplier does not seem to be listed on your account. In this case, click on “Search among Libeo partners”;
If your search returns no results or you do not want to use the database proposed, click on “Create a partner”;
This partner will then appear in “Contacts” from the left-hand menu. Here you can complete their information.
2/ Information
Libeo enters the invoicing date, the due date, the invoice number, the totals and the currency;
If necessary, add tags and a description. The tags will be used to analyse your expenses in greater detail. Example: marketing; drinks. They will then be added automatically to each invoice for this supplier.
By default, all users can create tags, although this option can be configured.
3/ Accounting
You can associate a purchase account with an invoice. This account will then be added automatically for each invoice for this supplier. The purchase accounts suggested are taken from a generic chart of accounts, but you can also import your own. To do this, go to the right-hand menu and click on “Accounting”, then “Configure accounting accounts”, and lastly “Import my accounting accounts”;
To add several purchase accounts, analytical codes or different VAT rates, click on the gear icon and select “Advanced accounting”;
Rights are also managed in the “Personnaliser” (Customize) tab from the right-hand menu. From here, you can remove the right to edit accounting elements during the invoice control. When a member without these rights performs a control, they will not see the “Comptabilité” (Accounting) section, and the purchase account given will be the one chosen previously for this supplier.
4/ Approval
The user can request approval from another person, whether or not they use Libeo, in order to finalize the invoice control.
Click on “Request approval”;
Enter an email address;
The person concerned will receive an email with a link to all the invoices they have been sent for approval. These invoices can be approved or refused, and a comment added for the person requesting approval. Note that the approval will expire after 10 days;
The invoice will pass to “Pay” from the left-hand menu once the approver has responded. The status will change to “To pay” if approved, or to “Approval refused” if it is returned by the approver.
5/ Payment outside of Libeo
With Libeo you can organize all of your invoices, whether or not you intend to pay them on the platform. You can specify a payment outside of Libeo in the control form or from “Pay” once the invoice is validated.
Click on “Report a payment outside of Libeo”;
To change the amount or the date, or if you wish to add information such as the payment method, click on “Modify”;
Once validated, the invoice will have the status “Paid outside Libeo”.
If you wish to always pay outside of Libeo for certain suppliers, the process can be automated in order to save time: https://help.libeo.io/en/articles/5880646-add-and-manage-contacts. In this case, at the end of the control form it will be indicated that the invoice is paid outside of Libeo, and you will not therefore need to specify this later.
6/ Validation
Once you have performed the checks, click on “Validate”;
The invoice will go to “Pay”, accessible from the left-hand menu. The status will be “To pay” or “In approval”.
All completed fields can be edited later if required.
Tip:
You can automate the completion of certain fields depending on the supplier (due date, method of payment, categories, purchase account, approval): https://help.libeo.io/en/articles/5880668-add-automation-rules.
Suggest that your approvers save the link they have received by email in the bookmarks of their browser. They can then simply load the page to find all the invoices sent and awaiting approval, in real time.