If suppliers send you invoices, your job is to get them into Weel and coded correctly so that they can be paid on time and accurately. All you need to do is submit your first supplier invoice!
This guide covers how to send one in, what to fill out, and what happens once you do.
Before you start
You will need:
- The Bills payment type on your account, which your Admin grants. Accounts Payable is available to Australian businesses only.
- The invoice itself. Email-in accepts PDF only, up to 5MB per attachment. Uploading from the Bills page accepts PDF, JPEG, PNG, GIF and TIFF.
- The supplier's payment details if they're new to Weel: BSB and account number, or a BPAY biller code and reference.
Steps
There are two ways to get an invoice into Weel as a submitter. Both land in the same place.
To email an invoice in:
- Open the Accounts Payable page and click your business's Accounts Payable email address to copy it.
- In your own email, attach the invoice as a PDF and send it to that address.
- Weel reads the attachment and creates the bill. Invalid attachments are quietly ignored, so if nothing appears, check the file was a PDF under 5MB.
Tip: You can give that address to your suppliers so their invoices arrive in Weel directly, without passing through your inbox first.
To upload an invoice yourself:
- Open the Accounts Payable page and click Make a payment.
- Upload the invoice with Drag and drop or Choose a file, or click I don't have an invoice to type the details in manually.
- Weel extracts the details for you.
Then check what Weel read, and code it:
- Check the supplier details, including bank details, or the biller code and reference for a BPAY bill. If Weel suggests an existing supplier, make sure it's the right one before accepting it.
- Check the invoice number, amount, GST (shown as a Tax rate on some accounts), invoice date and due date against the invoice itself.
- Select the Budget the invoice should be paid from.
- Assign a Category.
- Complete any other required fields your business has set up.
- Click Save.
Note: You may not see the When field that sets a payment date depending on your account settings. Leaving it unset is fine and normal: once approved, the invoice waits in Ready to pay for whoever releases payment.
What happens next
Every invoice goes through your business's approval rules. Submitting one never pays it, and never skips approval.
You can follow yours on the Bills page, where the tabs across the top showcase the stages:
- Coding Required → Weel is still extracting details, something required is missing, or an approver has sent it back asking for changes. This is the tab to watch: anything sitting here is waiting on you.
- Approval Required → it's with an approver. Nothing for you to do.
- Ready to pay → approved, waiting for someone to release payment or add it to a batch. Only appears if your business uses Batch Payments.
- Scheduled → approved and locked in for a payment date.
- Paid → paid, including payments still clearing with the bank.
- Failed → the payment attempt didn't go through. Hover over the status for the reason.
- Archive → an approver declined it outright. A change request comes back to Coding Required instead, so it isn't the same thing.
You'll be notified when an approver acts. If they request changes, fix what they've flagged and resubmit from Coding Required.
Good to know
- A returned invoice isn't a rejection. Changes requested sends it back to Coding Required for you to fix. Only an outright decline goes to Archive.
- You usually can't approve your own submission. Most businesses route it to a delegate approver automatically.
- Watch for duplicates if you both email an invoice in and upload it. See How to Resolve a Duplicate Invoice.
- Accounts Payable is Australia only. It isn't available to New Zealand businesses yet.
- Paid for something yourself? That's a reimbursement, not an invoice. See How to request a reimbursement for an out-of-pocket expense.