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Incoming invoices | General explanation

The incoming invoices module is included in the Robaws STARTER licence


Navigate quickly to the section about:


Why manage incoming invoices in Robaws?


You can choose to manage your incoming invoices in Robaws.
This is not necessary for your bookkeeping, as that does not take place in Robaws, but it does have quite a few benefits.


Overview screen


You can adjust the overview of the incoming invoices via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them.


For example, you can create an overview of all invoices you have received via Peppol, of the invoices you still have to send to the accountant, of the invoices that still have to be paid, and so on.


Via the overview screen you can make bulk changes to several incoming invoices at once.
Incoming invoices can be deleted, archived or locked via the action buttons at the top, and can be exported to Excel.


Sending incoming invoices to Robaws


There are various ways to bring incoming invoices and credit notes into Robaws. The most common are:


You can also choose to add an incoming invoice to Robaws manually:

  • At the top of the overview, click + to add an incoming invoice or - to add a credit note, upload the document (only .jpg or .pdf format are accepted) and complete the details yourself.
  • At the top of the overview, click 'Upload purchase invoices', choose which RobawsBox the invoice may be sent to and select a file. Via the chosen OCR recognition, the incoming invoice is read into Robaws in part or in full.


Upload incoming invoice


Additional options:

  • A supply order can be converted into an incoming invoice. To do this, go to the supply order and click + next to 'Incoming invoices' in the overview. All lines of the supply order are then copied to the incoming invoice. You can still upload the file itself in the incoming invoice.
  • Via the Robaws app you can easily forward a till receipt, expense note or other document as an incoming invoice. To do this, click 'upload purchase' in the menu. This option is only visible if OCR is activated in Robaws.


Numbering or pro forma


An incoming invoice is always linked to a journal. Among other things, this journal determines the numbering of the incoming invoices and credit notes. If you work with several journals, you can set which journal a new incoming invoice or credit note has to be added to.
Here you can also choose whether an incoming invoice or credit note is numbered automatically or is first registered as a pro forma.



Detail of the incoming invoice


In the invoicing details, the details shown on the incoming invoice are copied. Here you can also indicate whether this incoming invoice is confidential and which status it has.


On the right, a number of supplier info fields are visible; these come from the supplier record in Robaws. That way you can quickly check whether the bank details and the VAT number are correct and whether you have kept any remarks about this supplier.


At the bottom you find the invoice lines. You can assign each invoice line separately to a project, equipment, an activity, an order, and so on.
You can also already determine which GL account this line will be assigned to in your accounting package.


Tip: you can open an invoice line to add a new item to your item library or to update the price of an existing item.


As in other modules, you can also add remarks, files and tasks here.
Do not forget that here too you can create extra fields to keep information in a structured way.


Payment of the incoming invoice


In the invoicing details you find the outstanding amount. This is the total amount of the invoice minus the registered payments.


Tip: you can add the outstanding amount as a column in the overview of the incoming invoices.


From the overview you can select the invoices you want and pay them in various ways:


If you do not initiate the payment via Robaws, you can also register it manually.

  • change the status to 'Paid' -> this makes the outstanding amount change to 0
  • click the outstanding amount and register your payment -> if the outstanding amount is now 0 euro, the status automatically changes to 'paid'


At the top of the overview you find the '€' action button; underneath it you find the overview of all payments. These are loaded if a link with an accounting package or a banking platform is active.


Sending to the accountant


Incoming invoices are sent to the accounting package as a UBL file. This UBL file contains the incoming invoice in pdf and all details (in code) of the incoming invoice. From the overview you can select the incoming invoices you want and, depending on your accounting package:

  • if the accounting package is online (with or without a link): send them to the accountant by clicking the 'Send to accountant' icon at the top
  • If the accounting package is not online, you can download the incoming invoices in a zip file and provide these to your accountant or load them into the accounting programme manually. To do this, click the 'UBL' icon.


Activate the right icon via settings > incoming invoices > UBL download or UBL e-mail



Credit notes


A credit note broadly follows the same flow as the incoming invoice, but there are a number of specific points:


Acceptance flow


In Robaws you can choose to allow only approved incoming invoices to be paid. To do this, you can set up an acceptance flow so that certain people approve the invoice first.


Confidential incoming invoice


An incoming invoice can be ticked as confidential, so that only certain people can see and process it.

Updated on: 08/09/2026

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