Once document intake is switched on, every supplier invoice that arrives by email appears in Document review for you to check before it becomes a bill. NexerIQ reads each invoice for you and fills in the details, but nothing is posted to your accounts or your stock until you approve it — so you always get the final say. This guide walks you through reviewing, correcting, and approving an invoice. It's easier than typing them in by hand, and you don't need an accounting background to follow it.
Open the review list
- Go to Procurement → Document review.
- You'll see a list of invoices waiting for you, showing the Supplier, Invoice number, detected type, Gross total, whether there's a Proposed receipt (products to receive into stock), and when it arrived.
- Click a supplier name to open the invoice for review.
Check the original document
The review panel shows the original invoice exactly as it arrived — open the attached PDF or image to see the supplier's document while you review. This lets you confirm the details against the real invoice before you approve anything.
Review and fix the details
NexerIQ fills in the supplier, tax number, invoice number, dates, currency, and the net, tax, and gross totals. Anything it wasn't fully sure about is highlighted so you know where to look.
- Compare the fields against the original document.
- Correct anything that's wrong or missing — just type into the field.
- Click Save. NexerIQ re-checks the invoice with your corrections and, if you fixed the supplier's name or tax number, tries again to match it to a supplier in your records.
If the supplier isn't in NexerIQ yet, add them first (see Adding and managing suppliers), then save your corrections so the invoice can match.
Approve the invoice
When the details look right, choose how to approve it:
- Confirm & receive — use this when the invoice includes products you keep in stock. Review the proposed lines (adjust quantity or cost, or untick a line you don't want), choose the Warehouse to receive into, and confirm. NexerIQ posts the stock and creates the draft bill.
- Approve without receipt — use this for service invoices, or whenever you don't want to receive stock. NexerIQ creates the draft bill only.
- Reject — use this if it isn't a valid invoice (spam, a duplicate, or the wrong document). Give a short reason; the draft is removed.
What happens next
Approving an invoice creates a draft bill in Bills & Payments. From there you check it, post it, and pay it just like any other supplier bill — see Recording supplier bills. If you confirmed a receipt, the stock is already on hand in the warehouse you chose.
Who can do what
Anyone with permission to view bills can open Document review. Editing the details, approving, and rejecting require bill management permission, and confirming a goods receipt (which posts stock) requires inventory permission. If a button is missing, ask your administrator about your access.
Tip: highlighted fields are NexerIQ telling you “please double-check this one.” A quick glance at the original document and a Save is usually all it takes — then approve with confidence.
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