---
title: How to Create and Track an Invoice
description: Learn how to make an invoice and keep track of it in Precoro.
---
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1. [Knowledge Base](https://help.precoro.com/?hsLang=en)
2. [How to use Precoro](https://help.precoro.com/how-to-use-precoro?hsLang=en)
3. [Invoices](https://help.precoro.com/how-to-use-precoro?hsLang=en#invoices)
# How to Create and Track an Invoice
## Learn how to create an invoice in Precoro, monitor its progress, and ensure timely payments.
#### TABLE OF CONTENTS
- [What Is an Invoice?](https://help.precoro.com/how-to-create-an-invoice-1#what-is-an-invoice)
- [Ways to Create an Invoice in Precoro](https://help.precoro.com/how-to-create-an-invoice-1#ways-to-create)
- [How to Create a Standalone Invoice](https://help.precoro.com/how-to-create-an-invoice-1#create-standalone)
- [Step 1. Create the Document](https://help.precoro.com/how-to-create-an-invoice-1#step-1)
- [Step 2. Add Items](https://help.precoro.com/how-to-create-an-invoice-1#step-2)
- [Step 3. Enter Additional Information](https://help.precoro.com/how-to-create-an-invoice-1#step-3)
- [Step 4. Review and Confirm the Document](https://help.precoro.com/how-to-create-an-invoice-1#step-4)
- [How to Track Invoices](https://help.precoro.com/how-to-create-an-invoice-1#Track)
- [Understanding Invoice Statuses](https://help.precoro.com/how-to-create-an-invoice-1#statuses)
- [Using Filters and Infocards](https://help.precoro.com/how-to-create-an-invoice-1#filters)
- [Looking for More Invoice Features?](https://help.precoro.com/how-to-create-an-invoice-1#opr)
- [FAQs](https://help.precoro.com/how-to-create-an-invoice-1#faq)
### What Is an Invoice?
An invoice is a document a supplier issues to inform a buyer about due payment. In Precoro, invoices contain the following details:
- invoice number;
- invoice issue date and due date;
- payment terms;
- buyer and seller details;
- references to related purchase order, service order, and credit notes;
- details regarding the products or services: description, quantity, prices;
- total amount.
You can customize the details required in the invoice in Configuration — Basic Settings — Document Setup — Invoices. You can also include additional information with custom fields for documents; follow [this link](https://help.precoro.com/documents-custom-fields-types-and-configuration-1?hsLang=en) to learn more.
### Ways to Create an Invoice in Precoro
There are several ways you can create invoices:
- **From scratch**
Creating standalone invoices helps you account for purchases that don't require a PO and monitor your spending precisely. The [next section](https://help.precoro.com/how-to-create-an-invoice-1#create-standalone) of this article will guide you through this process.
- **From a purchase order or service order**
You can add invoices to previously created POs and SOs. In these cases, all the details in the original documents are added to the invoice so you do not have to enter them by hand. Check out these guides to [Create an invoice from PO](https://help.precoro.com/how-to-create-an-invoice-for-a-purchase-order-and-match-it-1?hsLang=en) or [Create an invoice from SO](https://help.precoro.com/how-to-create-invoices-and-receipts-for-service-orders?hsLang=en).
- **With Intelligent AP Automation**
If your suppliers send invoices in physical format, Precoro processes them automatically, recognizing the data, matching it to the right purchase order, and adding the invoice to your AP Inbox. Learn more about Intelligent AP Automation [here](https://help.precoro.com/understanding-intelligent-ap-automation-and-how-it-works?hsLang=en).
### How to Create a Standalone Invoice
If you prefer video format, we prepared a [2-minute video tutorial](https://help.precoro.com/video-tutorials-invoices#standalone-invoice) on creating standalone invoices in Precoro.
#### Step 1. Create the Document
1. Navigate to the **Invoices** module in the left-side menu.
2. Press **Add** in the top right corner.
3. Fill out the necessary details. Pay attention to these fields:
- The **Due Date** is filled out automatically based on the **Issue Date**, **Supplier**, and **Payment Terms**. See how to [Manage Payment Terms](https://help.precoro.com/how-to-manage-payment-terms-1?hsLang=en) and set the needed rules and dates.
- You can choose a supplier from the drop-down menu or add a new one by clicking **Add new supplier** at the top of the list.
- If your company keeps track of numbers that suppliers assign to invoices, enter the number in the **Supplier Invoice #** field. To prevent creating duplicates, activate the **Warn if Supplier Invoice or Credit Note # is duplicated** setting in Configuration — Basic Settings — Document Setup — Invoices, but make sure there are no preexisting duplicates. You can learn more about this feature [here](https://help.precoro.com/supplier-invoice-number?hsLang=en).
You can also enable Split Costs and assign one document to several teams or budgets.
Please note, Split Costs can only be enabled while the invoice is in **Draft**, and invoices created from a purchase order follow the order’s Split Costs settings. Learn more about this functionality [here.](https://help.precoro.com/split-costs-functionality?hsLang=en)
4. Click **Next Step**.
[](https://help.precoro.com/hubfs/add-invoice.jpg?hsLang=en)
#### Step 2. Add Items
Use one of the following ways to add items:
- Click the **Add Catalog Item** button to select items from the existing catalog.
- Press the **Add New Item** button to enter item details manually.
- Press **Import Items** or **Update Items** to upload or update using Excel. We have detailed guides on [How to Import Items In Bulk](https://help.precoro.com/how-to-import-items-in-bulk?hsLang=en#Import-from-the-Document) and [How to Update Items In Bulk](https://help.precoro.com/how-to-update-items-in-bulk?hsLang=en#Update-From-Document).
- Click **Add Shipping** to include shipping.
You can also add tax items and fixed-amount discounts to your invoices. Learn more about adding items to documents in [this article](https://help.precoro.com/how-to-add-items-to-documents?hsLang=en).
You can add items to the catalog directly through the invoice without transferring them manually. Find a guide on how to set up and use this function [here](https://help.precoro.com/how-to-add-items-to-documents?hsLang=en#save-to-catalog).
You can also mark items [free of charge](https://help.precoro.com/item-management-1?hsLang=en#Free) or set [negative item prices](https://help.precoro.com/how-to-add-items-to-documents?hsLang=en#negative). To confirm the document, make sure the total amount is non-negative.
Use **Mass Edit** to update a shared field—like category, supplier, or an item custom field—across several items at once, or save multiple manually edited items in one request instead of one by one with **Bulk Save** functionality.
See [this article](https://help.precoro.com/how-to-mass-edit-and-bulk-save-items-in-a-document?hsLang=en) for the full walkthrough, including which fields, statuses, and roles apply to invoices.
#### Step 3. Enter Additional Information
You can add notes, comments, and attachments to your invoices.
Notes appear on the printed document and can be used for communication outside of your company. Comments are visible to Precoro users who have access to the document. Learn more about notes and comments [here](https://help.precoro.com/working-with-notes-in-documents?hsLang=en).
[](https://help.precoro.com/hubfs/add-note-comment-invoices.jpg?hsLang=en)
Attachments include files needed for your company’s processes; you can make them required by activating **Required File Attachments** in Configuration — Basic Settings — Document Setup — Invoices. Learn more about using attachments in invoices [here](https://help.precoro.com/attachments-in-invoices?hsLang=en).
[](https://help.precoro.com/hubfs/add-attachements.jpg?hsLang=en)
#### Step 4. Review and Confirm the Document
1. Double-check the information as you can freely edit the invoice at this point. Once confirmed, you can edit payment terms, issue date, and delivery date, and you need to revise the document to change other information.
2. When everything looks good, click **Confirm**. If the button is greyed out, hover over it to see what information needs to be added.
3. Once confirmed, the document will proceed to the approval workflow set up in your company and gain **Pending** status. Use the **Revision History** button to see the changes made to the document; learn about this functionality [here](https://help.precoro.com/revision-history-functionality?hsLang=en).
4. You can download the invoice in XLSX or PDF formats unless it has **Draft** or **Pending** status.
### How to Track Invoices
Track invoices directly from the **Invoices** page. There, you can see the list of invoices with their statuses, related documents (as hyperlinks), due dates, and other details. It also shows [credit notes](https://help.precoro.com/credit-note?hsLang=en) with allocated invoices. You can open any document from this list and check for more detailed information.
[](https://help.precoro.com/hubfs/track-invoices.jpg?hsLang=en)
Let’s review the features that can help you monitor invoices from this page.
#### Understanding Invoice Statuses
Statuses give you an overview of the document’s progress. Here is a list of statuses an invoice can have:
| Draft | The initiator has not confirmed the invoice yet. At this stage, they can edit the invoice and add or modify the items. |
| --- | --- |
| Pending | The invoice is undergoing an approval process. |
| Approved | The invoice was approved and can now be paid. |
| Rejected | Approvers rejected the invoice, so it will not be paid. |
| In Revision | The revision process allows changes in a previously confirmed document. |
| Canceled | The initiator revoked the invoice. |
| Matching | There are discrepancies between the invoice and the related PO. Therefore, the PO initiator needs to review and approve the changes in the PO. |
| Pending receipt | If your company uses [3-way match functionality](https://help.precoro.com/3-way-match-functionality?hsLang=en), an invoice cannot be confirmed before you receive the items. |
| Paid/Partly paid | The Invoice is paid/partly paid with prepayments from related PO or payments added to the invoice. |
| Closed | If the **Automatic closing of overdue documents** setting is active, overdue documents from the year before last and older automatically gain this status. Learn more about this functionality [here](https://help.precoro.com/automatic-closing-of-overdue-documents?hsLang=en). |
**Please note:**
If the Invoices module is deactivated, invoices in **Pending,** **In Revision, and Pending Receipt** status will be automatically set to **Closed**. If the Receipts module is disabled while some invoices are waiting for receipt (**Pending Receipt**), the invoices will be sent for approval. If payments are disabled, invoices will be automatically marked as **Paid**.
#### Using Filters and Infocards
To navigate the list faster, you can use filters; [this guide](https://help.precoro.com/how-to-use-filters-in-precoro?hsLang=en) will show you how to use them in more detail.
On the [Invoices](https://app.precoro.com/invoice) page, you can use both fast and advanced filters. You can also search by SKU or names of items included in the invoice.
[](https://help.precoro.com/hubfs/filters-invoices.jpg?hsLang=en)
Infocards offer both convenient filtering and a way to approve, reject, and pay invoices in bulk. Here are the infocards you can see at the top of the page:
- The **Draft** infocard shows all invoices you created that have a **Draft** status. From there, you can finish creating invoices and submit them for approval.
- The **Approve** infocard shows all the invoices awaiting your approval. After clicking the infocard, you can select several documents and press either **Approve Selected** or **Reject Selected**.
- **To be paid** and **Overdue** infocards show the invoices awaiting payment. After clicking the infocard, select several documents and press **Add Payments to Selected**; these invoices will gain the **Paid** status.
[](https://help.precoro.com/hubfs/infocards-invoices.jpg?hsLang=en)
### Looking for More Invoice Features?
If you need more flexibility in invoice processing or tracking, the functionality you’re looking for may already be in development or waiting to be requested. To see what’s planned, please check out our [Open Product Roadmap](https://roadmap.precoro.com/roadmap).
There, you can:
- See what’s planned and in progress
- Upvote ideas that matter to you
- Leave comments to share your use case
- Subscribe to announcements and follow relevant ideas
- Submit new feature requests
To get started:
1. Review existing ideas and upvote the ones that you find helpful.
2. Log in or sign up using your business email to access full functionality.
3. Submit new ideas and share insights with your peers in the comments.
Every suggestion counts—your feedback shapes what we build next. Refer to [this article](https://help.precoro.com/how-to-request-a-new-feature-or-share-feedback?hsLang=en) for more details on working with the product plan.
### FAQs
**Can I make changes to an approved invoice?**
While you can freely edit invoices in **Draft** status, the options are limited once the invoice is approved. Follow [this link](https://help.precoro.com/how-to-edit-an-invoice-after-it-is-been-approved-1?hsLang=en) to learn how to edit approved invoices. Refer to [this article](https://help.precoro.com/currency-change-in-invoices?hsLang=en) if you need to change the currency.
**How do I create a repeating invoice?**
To avoid creating repeating documents manually, set up recurring invoices. You can create a recurring invoice from a standalone invoice with no related documents by following [this guide](https://help.precoro.com/how-to-create-recurring-invoices-1?hsLang=en).
**How do I use the Budget Breakdown function in invoices?**
If you add a budget to your invoice and activate Budget Breakdown, you will see the **Show budget breakdown** button below the item lines; click it to review the breakdown. Follow [this link](https://help.precoro.com/budget-breakdown-function?hsLang=en) to learn more about the function.
💡**Please note**: you will see the button in documents with **Draft**, **Approved**, and **In Revision** statuses.
**How can I add or view payments made for the invoice?**
Open the invoice you want to pay and scroll to the bottom of the document to see the payments. If the related PO is prepaid, previous payments are displayed in the invoice. Follow [this link](https://help.precoro.com/how-to-create-payments-for-the-invoices-1?hsLang=en) to see the ways to manage invoice payments.
**Can a supplier send invoices directly to Precoro?**
You can connect your suppliers to the **Supplier Portal**. There, they can manage purchase orders and requests for proposals addressed to them as well as send invoices.
💡**Please note**: if the supplier is connected to the portal, you cannot create invoices related to the supplier's POs, as they are responsible for issuing invoices. Learn more about this functionality [here](https://help.precoro.com/suppliers-portal-1?hsLang=en).
**Is the number of items I can add limited?**
While you can add as many items as necessary, we recommend keeping the number below 500. Creating invoices with more items can slow down document processing and cause unexpected errors.
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