Edit and submit an invoice | Yokoy Help Center

🌐 Web 📱 Mobile | 👤 Submitter, Invoice processor

Processing an invoice in Yokoy involves three steps:

Upload the invoice to Yokoy.
View the invoice, validating or editing the information required information such as cost centers, categories, etc.
Finalize the invoice, either submitting for approval and then review, or rejecting the invoice.
Export the invoice once approved and reviewed for accounting.

✏️ Note

You can only edit invoices that have New, Draft or Needs revision status. If the invoice‘s status is In approval, In review or Ready to export, you need to recall the invoice first.

Viewing invoices as a submitter or invoice processor

Depending on your role, you can view or edit in the web app and the mobile app:

	Invoices shown in summary table	🌐 Web	📱 Mobile
Submitter	Assigned invoices only	My tasks > Invoices Submitter > Invoices	Invoices tab
Invoice processor	All invoices	Invoice processor > Invoices	Not available

For example, as a submitter you can view and edit your own invoices from either the web app or the mobile. However, if you want to edit invoices from another submitter as an invoice processor, you must use the web app.

The invoice summary table contains a list of invoices, either the invoices that have been assigned to you as a submitter, or all invoices available in the company. Click or tap on an invoice to edit an invoice.

Invoice summary - web (submitter)

Invoice summary - web (invoice processor)

Editing invoices

By default, only one person can edit an invoice at a time in Perk. When you edit an invoice (regardless of the invoice status), other people can only view it in read-only mode—even if they have edit access.

However, not all actions you can perform on an invoice in Perk is considered editing:

✅ You edit an invoice when you:

❌ You aren’t editing an invoice when you:

Click a field in the invoice header or line items where you can enter information, such as text, paragraph, dropdown list, checkbox, date, amount, buttons, etc.
Dismiss a notification
Open the PO matching window
Click any of the action toolbar actions such as forward, split, or delete an invoice
Add supporting documents in the Documents tab

Open and view an invoice, scrolling to see more data
Switch between invoices using the arrow buttons
Drag the line items bar
Resize line item column width
Select/deselect columns
Open the invoice messaging sidebar or send messages - you can always perform this action
Open the invoice PDF in a new tab
Use the PDF viewer to zoom in/out, open PDF sidebar, rotate or navigate pages, download the PDF, open the PDF in larger view, print, change view. In other words, when you don’t see the Unsaved changes popup)
Open a Supplier in another tab
Switch and view any tabs on line items: History, Approver, etc.
Open a related invoice from the Related invoices table

If someone opens an invoice that you are editing, your initials or avatar are shown in the top-right corner. Perk also displays a message to that person that the invoice is currently being edited.

Other people can edit an invoice when you:

Save the invoice, whether you close it or not
Close the invoice
Are inactive for 15 minutes.

⚠️ Caution

While you are editing an invoice, if you leave the window open, no one else can edit the invoice during this time. However, any changes are not automatically saved kept. After 15 minutes, you’ll lose any changes and other people can start to edit the invoice.

If no one else has started editing the invoice, you’ll be notified that your session has expired and any changes were not saved. You can choose to resume editing the invoice. If another person starts editing the invoice before you resume editing, you’ll be notified that your session expired and your changes were not saved. You won’t be able to resume your session as the invoice is now locked by another person.

Similarly, if you view an invoice and someone else opens the same invoice and starts editing, Perk notifies you that you can’t edit the invoice as someone else has it open.

Invoice view in the web app

The invoice detail view shows a preview of the invoice document on the left and the Invoice header overview that contains the data Yokoy AI has extracted. You can see the Actions toolbar at the top of the screen, where you see the actions to save, reject or submit the invoice, as well as other options.

Below, you can see the line items that have been extracted from the invoice by Yokoy. In addition, there are four other tabs: History, Approver, Documents, and Related invoices.

1. Invoice preview, 2. Invoice header overview, 3. Invoice line items, 4. Panel grabber

💡 Tip
You can adjust the size of the invoice line item table by dragging and dropping panel grabber (4) on the lower part of the screen.

🚧 Warning

Changes in the invoice are not saved automatically. You need to press Save to keep the changes. Otherwise, any changes you make will be lost.

Invoice view in the mobile app

As a submitter, you can edit an invoice in the mobile app. To do this, go to the Invoices tab in the bottom navigation bar and tap on the invoice you want to edit.


Invoices tab in mobile	Invoice overview in mobile

You can see the invoice document on the top of the screen and below that, all data that has been extracted from it, sorted into Line items, Details, and History tabs.

💡 Tip
Swipe up on the lower panel of the app to show more information.

🚧 Warning

Changes in the invoice are not saved automatically. You need to tap Save to keep the changes. Otherwise, any changes you make will be lost.

Invoice header overview

This section shows an overview of the basic data of the invoice. In the mobile app, this section is found in the Details tab.


Web app	Mobile app

The invoice header contains the status of the invoice, the origin of the invoice, and the company associated with the invoice.

The origin indicates whether the invoice was uploaded manually by a user, or uploaded via email, including the email address of the user who sent the email.

Depending on your configuration, the invoice header may contain other fields, such as custom fields for your company. For each invoice, you can edit the following data:

Invoice header fields

Field	Description
Invoice number	The number that is stated on the invoice serving as its unique identifier.
Supplier	The supplier from which the invoice comes. This field is usually pre-filled by Yokoy based on the supplier master data that have been captured in Yokoy. If Yokoy is unable to find a match, the field is empty. You need to select the correct supplier from the dropdown or add the supplier to your supplier master data.
Purchase order number	The number of the matching purchase order. If no number has been extracted, no purchase order has been found in Yokoy. You only see this field if purchase orders have been activated for your legal entity. Otherwise, it is not displayed.
Total amount / Gross amount	The amount and the currency of the total amount stated on the invoice. Currency is required and must be a valid ISO 4271 three-letter code.
Invoice date	The date on which the invoice was created.
Invoice due date (only visible if activated)	The date on which the payment for the invoice is due.
Posting date (only visible if activated)	The date on which the invoice is posted to the ERP system.
Invoice service date (only visible if activated)	The date or time period the service that is billed on the invoice has occurred.
Payment account	The supplier’s account to which the payment should be transferred. This field is usually pre-filled by Yokoy based on the invoice information captured by our AI algorithms. If Yokoy was unable to find a match between the payment account on the invoice and the payment account coming from the supplier master data, Yokoy will throw a warning called Account mismatch to avoid fraud. In addition, this field is empty if no bank info is provided for the supplier, or no information has been found on the invoice.
Reference number	The reference number that is found with payment account data. This usually applies to invoices that have a Swiss QR code.
Payment date (only visible if activated)	The date on which the invoice will be paid.
Payment term	Where specific payment terms (e.g., discounts) have been configured for this supplier, you can manually select them from this dropdown list. Yokoy then automatically calculates the invoice due date and the payment date (pre-condition fields are empty). All calculations are made based on the date stated on the invoice.
Submitter	By default, the Submitter who imported the invoice is captured in this field. However, you can adapt the submitter by selecting multiple users. After saving or submitting the invoice, a new window pops up where you can decide if you want to notify the newly selected submitters about the invoice they have been assigned via email.
Remark/Comment	Add a remark that might be relevant for the financial processing of the invoice or that you want to include when exporting the invoice. These comments appear in the History tab. Depending on your integration, these comments may be sent to your finance system when the invoice is exported.
Yokoy ID	The unique identifier of the invoice report generated by Yokoy. Use this ID to track the invoice report in Yokoy. This is not the same number as the number of the invoice defined by the supplier.

Invoice line items

In this section, you can find all line items that have been extracted from the invoice with detailed information for each of them.

✏️ Note

The logic according to which line items are extracted and default cost objects, as well as categories are assigned, depends on the supplier settings in Invoice processor > Suppliers.

Line items panel – web


Line item overview - mobile	Line item detail view - mobile

For each line item, you can edit the following data in the invoice report:

Invoice line item data

Field	Description
No.	Position of the line item on the invoice.
Description	Description of the line item as stated on the invoice.
PO line item (only visible if activated)	Select the line item on the purchase order to which the invoice line item should be matched, if not extracted by Yokoy.
Matching status (only visible if activated)	The status indicating if the invoice line item has been matched to a corresponding purchase order line item.
Category	Please select the (correct) category, if not extracted by Yokoy, on which the line item should be booked.
Cost object	Please select the (correct) cost object, if not extracted by Yokoy, on which the line item should be booked.
Quantity	The number of the same line item on the invoice.
Price	The total price of the line item.
Tax %	Tax rate that is billed on the line item.
Net	The net amount of the line item.
Gross	The gross amount of the line item displayed in the currency displayed in the Invoice overview section.

Depending on the data extracted from the invoice, Yokoy may auto-calculate invoice line item amounts based on the selected tax rate. See Calculating invoice line item amounts.

You can add further line items (+ Add line item) that may be missing on the invoice.

✏️ Note

If purchase orders are not active, you can‘t match invoice line items with purchase order line items. You won‘t see the PO line item and Matching status columns.

History tab

You can see the history of the invoice and all activities including the name of the person who executed an activity and the time stamp when this activity occurred.

For example, you can see the name of the person who uploaded the invoice, if the Submitters of the invoice have been changed including the names of the new Submitters, any remarks entered in the Remark/Comments field by a specific person, and when the Manager user has approved the invoice.

Depending on your finance integration, any comments included here may be sent to your finance system when the invoice is exported.

In the mobile app, you can also use this tab to add comments to the invoice.

Approver tab

Here, you can see the approval flow of this invoice including all involved approvers. This tab lets you see who’s going to be next in approving your invoice, once you have inputed all the details that you needed to input.

The approval flow is defined during the implementation of Yokoy in your company’s finance system.

Documents tab

Here, you can upload additional supporting documents to the invoice report. If you have uploaded the invoice via email, then depending on your company settings, you may find the email body as a separate document in this tab.

Yokoy lets you upload these file types:

PDF
JPEG
PNG
DOC, DOCX
CSV
XLS, XLSX

You can upload up to three documents per invoice, with a maximum file size of 5MB. To confirm the upload, you must save the invoice. Otherwise, any uploaded documents will be lost.

✏️ Note

You can only upload supporting documentation to invoices in New, Draft or In review status.

You can’t attach additional files if the invoice is In approval (unless configured to allow approvers to add supporting documents), Ready to export or Exported.

Related invoices tab

Here, you can find other related invoices from the same supplier captured in Yokoy. This means that if past invoices from the same supplier have been processed, you find them here.

✏️ Note

Only invoice processors and Finance users can see the Related invoices tab.

Action toolbar

In the top right corner of the web app, you can perform several actions on the invoice:

Switch between invoices: Click Previous and Next to navigate between assigned invoices.
Open invoice in new tab: To open the invoice document in a new tab of your web browser, click the double-headed arrow.
Forward invoice: Click the right arrow to forward the invoice to a new user. A window opens in which you can select a new submitter to check and submit the invoice. You can enter a comment to explain your reason for forwarding the invoice.
Split invoice: If you want to create multiple invoices from an invoice, you have the option to split the PDF pages by clicking on the scissor icon. This action does not delete this invoice, rather creates a new invoice from the existing one. You must delete the original invoice afterwards.
Delete invoice: To delete the invoice you currently have open, click on the trash bin icon. The document is permanently removed from Yokoy.
Invoice messages: Add any internal comments to the invoice. These comments are lost when the invoice is exported.
Save: With this multi-action button, you can choose how Yokoy behaves when it save the invoice. You can choose to:
- Save: Saves the invoice but keeps it open.
- Save and open next: Saves the current invoice and moves to the next invoice in the queue.
- Save and close: Saves the current invoice and returns to the invoice dashboard.
You can click any of the options to perform that action. To keep your desired behavior, click the star icon beside the option.

✏️ Note

When you update any details of the invoice (header or line items) and click Save, the action is logged in the History tab.

The Actions (three dots) button lets you access the option to manually create a credit note for a refund (only available in web app).

Bulk edit line items in the web app

In the web app, you can edit the line items in bulk by clicking the checkbox to the left of each line item. Once you’ve clicked the checkbox next to at least two line items, you see several actions:

Edit: edit the selected line items in bulk, i.e., you can set the same values for all selected line items at once. For example, you can define the same category or cost object for all selected line items. Once you’ve set all applicable values, click Save and your changes are visible in the line items overview of the invoice report.
Delete: delete all selected line items.
Aggregate line items: aggregate all selected line items to a single line item. If you aggregate line items, you can‘t return to the complex line item view unless you re-upload the invoice.

Finalize the invoice

Once you‘ve checked and adapted the necessary fields in the invoice report you have three options to proceed. You can find them in the top right corner of the invoice report in the web app.

Save: Click Save if you want to save the invoice report and come back at a later point in time to finalize it.
Reject: Click Reject if you want to reject the invoice due to one of the following reasons: Duplicate, Declined, Fraud, Wrong data, Incomplete data, Other. Add a comment to your reasoning. (only available in web app)
Submit: Click Submit if you are ready to submit your invoice report.

In the mobile app, since you only perform a submitter role on invoices, you can choose to either save the invoice or submit it.