How to Process an Accounts Payable Invoice

Learn how to upload an invoice, create a new supplier, extract details using AI, and process an accounts payable payment.

June 17, 2026 By Jing Hui

This guide explains how to add an accounts payable item by uploading an invoice file. Completing this ensures that supplier invoices are accurately extracted, coded, and routed through the correct approval workflows before payment.

This process applies to finance team members or accounts payable officers handling incoming invoices. It is used when processing payments for both new and existing suppliers.

Upload the Invoice

Step #1: Click Make a payment in the Accounts Payable dashboard and upload your invoice file. — Click **Make a payment** in the Accounts Payable dashboard and upload your invoice file.

The system's AI will automatically extract data from the invoice. If the invoice belongs to a new supplier, you will be prompted to create one.

Create and Verify a New Supplier

Step #2: Click Proceed with this supplier to finalize the creation of the new supplier entry. — Click **Proceed with this supplier** to finalize the creation of the new supplier entry.

Step #3: Review the extracted invoice details and click Review and confirm supplier. — Review the extracted invoice details and click **Review and confirm supplier**.

Step #4: Verify that the supplier's bank details match the invoice, then click Confirm supplier details. — Verify that the supplier's bank details match the invoice, then click **Confirm supplier details**.

Enter Expense Details

Step #5: Open the Owner dropdown and select the team member responsible for this expense. — Open the **Owner** dropdown and select the team member responsible for this expense.

Step #6: Select the appropriate Budget for the payment. — Select the appropriate **Budget** for the payment.

Step #7: Open the Tax settings dropdown and select the appropriate GST treatment. — Open the **Tax settings** dropdown and select the appropriate GST treatment.

Tax Setting	Description
GST inclusive	The total invoice amount includes GST.
GST exclusive	The total invoice amount does not include GST; tax is added on top.
No GST	The invoice does not attract any GST.

Step #8: Search for and select the correct Category (e.g., Travel) for the expense. — Search for and select the correct **Category** (e.g., Travel) for the expense.

Review all details and click Save to submit the invoice.

Route for Approval

Once saved, the invoice moves into your organization's approval workflow based on the amount and budget rules.

Step #10: Click the Coding Required tab if further categorization is needed before approval. — Click the **Coding Required** tab if further categorization is needed before approval.

Step #11: Click the Approval Required tab to view invoices awaiting management sign-off before they are scheduled for payment. — Click the **Approval Required** tab to view invoices awaiting management sign-off before they are scheduled for payment.

Q: What happens if I upload an invoice from an unknown supplier?

A: The system's AI will detect that it is a new supplier and prompt you to automatically extract the data to create a new supplier profile.

Q: Do I need to verify bank details every time I pay the same supplier?

A: No, you only need to review and confirm their bank details the first time, or if they update their BSB or account number.

Q: What happens after I save the invoice?

A: Depending on your organization's setup, the invoice will move into the "Coding Required" or "Approval Required" workflow before it is scheduled for payment.

Term	Definition
Accounts Payable (AP)	Money owed by a business to its suppliers or vendors for goods or services purchased.
BSB	Bank State Branch number, a standard six-digit code used to identify specific financial branches.
GST	Goods and Services Tax, a broad-based tax of 10% on most goods and services in Australia.
Tracking Category	A custom label used to track transactions across specific departments, projects, or cost centers.

Enter Expense Details

Tax Setting

Description

GST inclusive

The total invoice amount includes GST.

GST exclusive

The total invoice amount does not include GST; tax is added on top.

No GST

The invoice does not attract any GST.

Review all details and click Save to submit the invoice.

Route for Approval

Once saved, the invoice moves into your organization's approval workflow based on the amount and budget rules.

Q: What happens if I upload an invoice from an unknown supplier?

A: The system's AI will detect that it is a new supplier and prompt you to automatically extract the data to create a new supplier profile.

Q: Do I need to verify bank details every time I pay the same supplier?

A: No, you only need to review and confirm their bank details the first time, or if they update their BSB or account number.

Q: What happens after I save the invoice?

A: Depending on your organization's setup, the invoice will move into the "Coding Required" or "Approval Required" workflow before it is scheduled for payment.

Term

Definition

Accounts Payable (AP)

Money owed by a business to its suppliers or vendors for goods or services purchased.

BSB

Bank State Branch number, a standard six-digit code used to identify specific financial branches.

GST

Goods and Services Tax, a broad-based tax of 10% on most goods and services in Australia.

Tracking Category

A custom label used to track transactions across specific departments, projects, or cost centers.