🌐 Web app | 👤 Invoice processor, Submitter
You have two options to upload an invoice in Yokoy:
by manually uploading the invoice either as an invoice processor or a submitter
by sending the invoice to a dedicated inbox
You can upload invoices in PDF or XML format. For physical invoices, you need to digitize them, i.e. scan them, before you can upload them to Yokoy.
✏️ Note
There is no limitation on the number of pages or on the maximum size of the PDF document.
Depending on the file format, Yokoy may perform different operations on the uploaded file:
If the file is a PDF and does not contain embedded XML data (e.g. a ZUGFeRD or Factur-X e-invoice), Yokoy’s OCR and the AI model work together to extract the relevant data.
If the file is a PDF and contains embedded XML data that is identified as being a valid e-invoice structure, the data is extracted from the embedded XML file and mapped to Yokoy fields. The PDF is displayed as an invoice preview. The original file is uploaded to the Documents tab as a Source document.
If the file is an XML and contains a valid e-invoice structure, the data is extracted from the XML file and mapped to Yokoy fields. In addition, Yokoy takes the extracted data and generates a PDF preview. The original file is uploaded to the Documents tab as a Source document.
If the file is an XML but it doesn’t contain a valid e-invoice structure, Yokoy creates an empty invoice and the file is attached as a supporting document.
💡 Tip
If the supplier sends e-invoices via email, attaching both the PDF version and the XML version of the e-invoice, Yokoy can compare it to the XML version to ensure that only one invoice is created for each e-invoice.
Upload invoice as an invoice processor
In Invoice processor > Invoices, click the Upload invoice button in the top right corner and select the invoice document you want to upload. You can only upload one invoice at a time. You‘ll see a loading icon while the document is being uploaded and processed. Then you can click on the invoice to view the details.
Upload invoice as a submitter
Depending on your company settings, you may be able to upload and manage invoices as a submitter.
This means that you can upload an invoice by clicking the Document icon on the left side of your web app. Alternatively, you can find the same icon under the My tasks menu at the top of your screen. Next, click the Document icon and select the invoice document you want to upload.
If you can‘t see these options, it means your Yokoy admin has disabled these options for your company.
Send an invoice via email
You can also send a paper or digital invoice that you received via email to Yokoy for automatic upload.
Invoice source
You can determine how an invoice was uploaded to Yokoy at any stage in the invoice‘s header, where it says invoice source. The invoice source displays the type of document used to create the invoice in Yokoy (i.e. PDF or e-invoice) and the channel used to upload the invoice.
More specifically, Yokoy indicates the invoice‘s source as being:
standard PDF invoice or e-invoice (i.e. XML or hybrid PDF) received via email (envelope icon)
standard PDF invoice or e-invoice (i.e. XML or hybrid PDF) received via manual upload (up arrow)
standard PDF invoice or e-invoice (i.e. XML or hybrid PDF) received via API (diamond icon)
In the case of invoices received via email, Yokoy also tracks the sender of the invoice.
Viewing uploaded invoices
Once you’ve uploaded an invoice, you can find it in several places depending on whether you have an invoice processor and/or submitter role:
In Invoice Processor > Invoices (all invoices for your legal entity)
In My tasks > Invoices
In Submitter > Invoices (invoices you have uploaded)
Newly uploaded invoices display the status New.
✏️ Note
While you may access uploaded invoices from different menus depending on your role, the invoice overview and detail view are similar. See View uploaded invoices.
💡Tip
Check out the Video Series | Yokoy Invoice: Introduction to the invoice processor role.
You need to be logged into your Yokoy account to access the videos.