How do I process an incoming invoice?

General

You can save an incoming invoice in Robaws in two ways:

Manual processing
Automatic processing via OCR. If you want more information about the OCR function, have a look at the [OCR manual

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The incoming invoice

Invoice info

Invoice number: here you note the number of the invoice you have received.
Status: on the basis of a status you can easily filter the different invoices in the overview. To be able to follow up the payments of invoices properly, we recommend always using unique statuses. If you want more information about the use of statuses, be sure to have a look at the following article: How do statuses work?
Statement: this is the payment statement. If you generate payment files from Robaws in order to pay invoices via a banking application, make sure that this payment statement is always completed correctly.

Supplier info

Bankaccount: the bank account number of the assigned supplier is completed automatically. Always check whether these details are correct. If you want to change the bank account number or add a missing one, you always do so in the supplier record.

Document

As a document you can add a scan or digital version of the incoming invoice. It is this document that is sent to the accounting package.

The incoming invoice can only be added in pdf or JPEG format. An Excel or Word document cannot be displayed.

Items

The items of your incoming invoice are noted under items.

To find the accompanying invoice on your supply order(s), you can assign the supply order(s) concerned under the "Supply order" column.

To obtain a correct analysis of your projects and the costs incurred, you assign the project concerned to the corresponding invoice line via the "Project" column.

Have you already made a pre-calculation in a quotation on the basis of a post? Then always remember to assign the items to the posts concerned in your incoming invoice. That way you obtain a correct recalculation in a project on the basis of the posts, both for the budgeted and the effective costs. If you do not do this, the item from the quotation is regarded as a different item compared with the item in the incoming invoice. That way you get a differing and also incomplete recalculation.

Is the option to link to a post not visible? Then you have probably not activated this function. You can activate this "post" function via settings > projects > recalculation.

UBL / sending to the accountant

Incoming invoices are sent to an accounting package as a UBL file. This document contains the incoming invoice in pdf and all details (in code) of the incoming invoice.

You can send a UBL invoice in 2 ways:

UBL file download: an invoice or a selection of invoices is downloaded onto your computer as a UBL file. You can then unpack all documents from this UBL file and load them into the accounting programme manually.
UBL e-mail: an invoice or a selection of invoices is sent as a UBL file directly by e-mail to the accounting programme or to the mailbox of an accounting programme. To send the invoices to the accounting programme this way, you click the "Send to accountant" button. You can set the e-mail address the file has to be sent to via settings > incoming invoices > UBL e-mail.

If you want more information about the different ways of sending invoices to the accountant, be sure to have a look at the following article: How do I send my incoming and sales invoices to the accountant?

You can export a number of invoices to a UBL file in two ways. You export invoices on the basis of a:

Selection: in the invoice overview you can select a few invoices. Only the invoices you have selected are included in the UBL file.
Search: if you do not enter a search, the UBL file contains all invoices by default. If you prefer to export invoices from a limited period, you are of course best off using the search function. For example, you can export the invoices of January 2018 on the basis of the following search: >01/01/2018 <01/02/2018. The UBL file then contains all invoices of January 2018.

Updated on: 09/09/2026

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