Auto-submit invoices

By default, submitters and invoice processors have to manually submit all invoices to start the approval and review process, even in invoices without any warnings or errors. However, there may be situations where you want to automate the submission process. For example, if you have configured Yokoy to process supplier invoices via email and find that invoices for a specific supplier are always correctly coded by Yokoy without intervention.

You can configure Yokoy to automatically submit invoices that don’t contain any warnings, errors or missing mandatory data for approval and review when they are uploaded, meaning invoice processors can focus on other invoices that do require manual intervention.

You configure auto-submission rules at company and supplier level, determining the type of invoice (non-PO documents, non-PO invoice, non-PO credit note, all PO documents PO invoice, PO credit note) and the total invoice amount threshold below which the document is automatically submitted.

The auto-submission rules apply to all documents (both digital and e-invoices, i.e. PDF and XML source documents) received in Yokoy, regardless of whether they were manually uploaded, sent via email or uploaded via API.

The action is logged in the invoice history with the user Yokoy Bot, so you can see which invoices have been submitted automatically and those where a submitter or invoice processor manually submitted it.

If an invoice cannot be auto-submitted due to various reasons (i.e. unable to detect the supplier, missing information, or a notification has been triggered), the invoice is left in New status so that the invoice processor can address any issues that prevented automatic submission.

Invoices can only auto-submitted when initially uploaded. If you need to select the supplier manually or change any other details, then you must submit it manually.

To automatically submit all invoices that are correctly uploaded and coded in Yokoy, i.e. without any notifications or missing required fields, go to Admin > Invoice settings and turn on Enable auto-submit for invoices.

Once enabled, Yokoy submits all invoices, regardless of the supplier, provided they do not contain any errors or warnings and Yokoy AI was able to successfully extract all required information from the invoice.

You can choose the types of documents that will be submitted automatically (i.e. Non-PO invoices, Non-PO credit notes, PO invoices, and PO credit notes).

In addition, you can determine a threshold (Max. allowed amount) up to which Yokoy auto-submits the invoice. For example, if you enter 10,000, invoices with a total amount up to 10,000 EUR are automatically submitted. If the invoice amount is 10,000.01, then either the submitter or invoice processor needs to manually submit the invoice.

The Max. allowed amount is set in the currency of the company (and respects the currency decimal precision of that currency). If an invoice in a foreign currency is uploaded to Yokoy, it then translates the invoice’s total amount to the company currency and then determines whether the invoice can be auto-submitted based on that amount.

Any auto-submit settings configured at company level may be overridden by specific settings for a supplier. In other words, if you set a different max. limit for the document type for a supplier or if you want to force all invoices for a specific supplier to be manually submitted, you can determine this at supplier level.

You configure whether invoices are auto-submitted for a specific supplier in the Supplier settings. Go to Invoice processor > Suppliers.

Select a supplier from the list, then go to the Settings tab.

There are three possible options:

To determine specific behavior for the supplier, select Use custom settings. When selected you can choose the type of invoice to be auto-submitted. You choose the overall document type (non-PO or PO) and then the specific type. For example, you can choose to auto-submit only PO invoices, whereas Non-PO invoices and PO credit notes must be manually submitted.

For each document type selected, you can enter the threshold (Max. allowed amount) below which the document is submitted automatically by Yokoy.