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Incoming invoices | Settings

Via Settings > Incoming invoices you determine how the incoming invoices module works: how invoices come in via the Robawsbox and OCR, how you pay them and send them to your accountant, and which statuses they get automatically. This page is only visible to administrators. Your changes are saved as soon as you leave the page. Do you want to apply them straight away? Then click Activate settings at the bottom right: Robaws saves them and reloads the page. How to work with incoming invoices is explained in Incoming invoices | General.

You do not set the journal and the numbering of your incoming invoices on this page, but in the journals.

Master data

You only see this card if the acceptance flow is available in your environment. At Acceptance flows you switch on the acceptance flow, manage the acceptance rules and choose the default rule. A supplier with its own rule follows that rule.

If the acceptance flow is switched on, you also choose which status an incoming invoice gets:

Setting	Explanation
Invoice status after approval requested	As soon as the approval has been requested.
Invoice status when waiting	As long as not everyone has decided yet.
Invoice status after acceptance	As soon as the invoice has been approved.
Invoice status after rejection	As soon as the invoice has been rejected.

Overview

Here you determine what the views of the overview screen of your incoming invoices look like. What you change here applies to every user. In addition, every user can still create and set up their own overviews.

Setting	Explanation
Quick filters	Choose which filters are ready by default in your overview.
System view	Choose which columns you want in the table view, and in which order.
Card info	Set the title, the subtitle and the fields of the card in the kanban view. A maximum of 8 fields in total.
Tags	Set up labels that appear on a card as soon as an incoming invoice meets your condition. At most 10 per module.

Card info and tags apply to the whole environment. You set the columns separately per overview.

Settings

Setting	Explanation
Automatisch betalingen matchen met aankoopfacturen	Every hour, Robaws links your outgoing bank transactions to the correct incoming invoice, based on the statement. Switched off by default.
Show non-deductible VAT	Show the Non-deductible VAT column with the lines, if your accounting integration supports it.
Accrued/deferred costs	Show the From and Until columns with the lines, for costs that run over several periods.
Pay on due date	In the payment file, the due date is the payment date, or today if it has already passed. If this is switched off, it is always today. Switched on by default.
Add invoice number to the PDF	Robaws puts the number of the incoming invoice on the PDF, as soon as it has been booked.
Auto-create supplier	If an invoice comes in from a supplier that is not yet in Robaws, Robaws creates that supplier. If this is switched off, the invoice comes in without a supplier. Switched on by default.
UBL download	Show the UBL action button, to download the UBLs of your incoming invoices.
UBL e-mail	Show the Send to accountant action button, which emails your incoming invoices as UBL to the address below. See Sending your incoming and sales invoices to the accountant
UBL to e-mail, Creditnote UBL to e-mail	Where Robaws emails the UBLs of your incoming invoices and credit notes to. If there is an email address on the journal, that one takes precedence.
UBL Invoice note, UBL InvoiceLine note	A fixed note that Robaws includes in the UBL, on the invoice or on every line.
Intrastat	Switch this on if you file Intrastat declarations. You fill in the default region, the transactions and the extra field with the goods code. Robaws checks those details before it sends the invoice to your accountant.

Extra fields

Do you want to keep track of something on an incoming invoice for which there is no standard field? Then create extra fields.

Statuses

Setting	Explanation
Status invoice after work order is created	The status an incoming invoice gets when you create a work order from it with Make work order.
Default status	The status of a new incoming invoice.
Status after sending to accountant	The status as soon as the invoice has gone to your accountant.
Paid status	The status as soon as the invoice has been paid in full. If you set an invoice to this status yourself, Robaws registers a payment for the full outstanding amount.
Partially paid status	The status as soon as part of it has been paid.
Status unpaid	The status when a paid invoice is outstanding again, for example because you delete a payment.
Status supply orders after payment	The status the supply orders on the lines get as soon as the invoice gets the Paid status.
Status in which invoice can expire, Expirestatus	If the due date has passed and the invoice has one of these statuses, it gets the Expirestatus.
New status after payment initiation	The status as soon as you include the invoice in a payment file or send it to Ponto. If you choose your Paid status here, Robaws immediately registers the payment as well.

If you leave a field empty, the status does not change by itself. Below that, you create the list of statuses for your incoming invoices. How statuses work is explained in Working with statuses.

OCR

Switch on Active to have PDFs that come in via the Robawsbox read in with OCR. OCR is not included in your subscription: you see the price per invoice in this card. Also read What is OCR recognition and how does it work? and What is the difference between fast and premium OCR?

Robawsbox

Here you set up how your incoming invoices come in via email. See How do I send my incoming invoices to Robaws via the RobawsBox?

Setting	Explanation
Block and report duplicate incoming invoices via robawsbox	If an invoice comes in with the same supplier, the same Invoice Nr. and the same date as an existing one, Robaws stops it and notifies the administrators. Switched on by default.
Automatically start approval request for purchase invoices via Robawsbox	(with the acceptance flow) Robaws immediately requests the approval for every invoice that comes in.
Try to link items, Try to link supply orders	Robaws links the lines of an incoming invoice to your items and supply orders. Switched on by default.
Mailboxes	Per mailbox you choose the email address, the company, the Journal and the Diary creditnote, from which senders the mailbox accepts emails, and how it processes an attachment: read in a UBL, apply OCR (fast or premium) or process the PDF as a credit note.

Email templates

Here you create the email templates with which you email an incoming invoice, for example to your supplier.

Default documents

Create default documents here that you add as an attachment to your email templates.

Updated on: 09/11/2026

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