Your agents do the work between "invoice received" and "booked": reading, recognising, choosing and checking. What they do not do is approve. Every invoice reaches you as a booking proposal, and only after your approval does it go to your accounting package. This article walks the route, with for each step the article that explains how the choice is made.
The route of an invoice
- Arriving. By email to your Kasklaar address, by upload, or as an e-invoice via Peppol. In the Inbox your agents decide what it is: invoice, receipt, credit note or something for the document archive. See Reviewing documents in the Inbox.
- Reading. All data is read from the document: supplier, number, dates, lines, amounts and VAT. What is not readable stays empty and is reported.
- Recognising the supplier. By VAT number, Chamber of Commerce number, IBAN and name, against the suppliers in your accounting package. See Linking or creating a supplier.
- Determining VAT. The scenario comes from the invoice itself; then the VAT code from your accounting package. See How your agents determine the VAT scenario and Reverse-charged VAT, import and foreign VAT.
- Choosing the ledger account. First your own choice and your instructions, then your agents themselves. See How a ledger account is chosen.
- Finding the payment. A bank transaction that fits the invoice is matched; for foreign currency it supplies the rate. See Matching a payment to a purchase invoice and Foreign currency.
- Duplicate? As a final check, whether this invoice is already known. See How the duplicate check works.
- You approve. The booking proposal sits under Purchase invoices, with notices for everything that needs attention. See Review and approve a purchase invoice.
- Booking. After approval the invoice goes to your accounting package. A credit note takes the same route, with negative amounts. See Credit notes and corrections.
Where it is your move
Your agents stop and ask you when they cannot go on: a supplier that was not found, a missing VAT code, a missing exchange rate, a credit note with plus and minus lines. The invoice is then set to Needs input. When in doubt they do go on, but with a warning attached: an uncertain ledger account, a possible duplicate. Those do not stop approval.
Everything your agents do you can steer with instructions, and what you correct comes back as a suggestion after repetition; see What your agents remember from your corrections.
What your agents do not do
- Approve. Never without you.
- Change a booked invoice. You do that in your accounting package.
- Learn from a single correction. Only after repetition, and only after your approval of the suggestion.
- Make things up. An account, code or supplier that does not exist in your accounting package, they do not pick.
Frequently asked questions
How long does an invoice take? Usually a few minutes. If an invoice sits on Processing for more than an hour, Kasklaar sets it to Failed with the reason; see When an invoice does not come through properly.
What does Confidence in the list mean? How certain your agents are of the weakest choice on the invoice: supplier, reading, account and VAT code, payment. Hover for the breakdown.
Your agents got it wrong. Tell us, every time. Click the speech bubble at the top right of the invoice, Give feedback, and describe what went wrong; we look at it and use it to improve processing. Correct the invoice yourself as well, so it is right straight away.
See also