Yokoy Invoice guide
Learn everything about managing invoices in Yokoy, with detailed instructions on the different functions of the Invoice Processor menu
Getting started as an invoice processorDiscover how to process invoices in Yokoy: match invoice line items against POs, reconcile differences, and approve invoices for export.
Upload an invoice to YokoyAs an invoice processor or submitter, there are several ways you can upload an invoice in Yokoy.
View uploaded invoicesAs an invoice processor, you can see all invoices for your company.
Edit and submit an invoiceLearn how you can easily and conveniently edit and submit your invoices with the mobile or web app.
Split an invoiceYou can create multiple invoices from one invoice by splitting the PDF pages.
Recall or send back an invoiceSubmitters or invoice processors can recall invoices to make changes. Approvers can send back invoices to submitters for revision.
Reject an invoice and notify a supplierSend a notification to suppliers about rejected invoices.
View rejected invoicesOnly invoice processors can view rejected invoices for a company.
Track an invoice during the approval processAs an invoice processor, you can track invoices across their approval process in Yokoy.
Delete an invoice as an invoice processorNeed to eliminate a duplicated invoice? No problem, you can delete invoices that are in draft or new status.
Move an invoice to another legal entityIf you have uploaded an invoice to the wrong company by mistake, you can easily move it to another legal entity.
Manage invoice credit notesTo indicate a return of funds, you can create a credit note out of an invoice.
Remind approvers to approve an invoice on an ad-hoc basisSend a quick reminders to approvers to get them to approve invoices on time.
Using smart codingSpeed up invoice processing by automatically assigning cost objects, categories, and tags.
Checking invoice requirementsYokoy automatically checks addresses, tax IDs, and reverse charge references, as well as duplicates when processing invoices.
Detect specific keywords on invoicesFlag invoices that contain specific keywords with a warning and route those invoices to a separate approval flow.
Forward an invoice to another submitterYou can forward invoices to another user in Yokoy for further validation.
Send an invoice via emailUpload invoices in Yokoy by simply sending them to a specific invoice mailbox.
About e-invoicesAn e-invoice is a digitally generated and transmitted document that records transaction between sellers and buyers for goods or services.
Upload ZUGFeRD e-invoices in YokoyYokoy can process digital invoices that comply with the German ZUGFeRD and German-French Factur-X requirement.
Upload XRechnung e-invoices in YokoyYokoy can process digital invoices that comply with the German XRechnung requirement.
Upload a Peppol e-invoice in YokoyUpload Peppol BIS Billing 3.0 e-invoices in Yokoy by sending them directly to the invoice mailbox or uploading in the web app.
Calculating invoice line item amountsYokoy auto-calculates specific amount fields depending on the data extracted from the invoice.
Optimized tax rounding in invoice line itemsAdjust line item tax amounts automatically to match extracted total tax amount.
Tax rate assignment in invoicesYokoy uses AI to automatically determine the corresponding tax rate applied to invoice line items and flags invalid tax rates.
Currency decimal precision in invoices
Exchange messages on an invoiceCollaborate with your colleagues by messaging another user directly from the invoice.
Auto-submit invoicesYokoy can automatically submit uploaded invoices for specific suppliers.
Smart line item extractionEfficiently extract and correct wrongly extracted invoice line items.
Simplify line itemsReduce complexity by merging all unnecessary line items into a single line item.
Code invoices automatically using regex string matchingYokoy Invoice allows you to automatically code invoices, assigning submitters, cost objects, and categories based on extracted data.
Match a submitter with an invoice automaticallyYokoy Invoice allows you to automatically assign invoices to certain submitters using regex syntax.
Assign categories automatically using regex string matchingYokoy Invoice allows you to automatically assign categories to invoice line items depending on a specific string pattern identified in the extracted invoice data.
Assign cost objects automatically using regex string matchingYokoy Invoice allows you to use regex rules to automatically assign cost objects to invoice line items depending on a specific string pattern identified in the extracted invoice data.
Viewing invoice PDFs via linkUsers can view the original invoices using a direct link to Yokoy.
Suppliers in YokoyYokoy uses supplier master data to assist in supplier recognition and perform accurate invoice-supplier matching.
Upload suppliers via CSVCreate suppliers in Yokoy using the standard supplier import file.
Add a one-time supplierProcess an invoice in Yokoy from a one-time supplier without creating a supplier master data record in SAP
Edit supplier data in YokoyYokoy uses supplier data from your company‘s finance and accounting system.
PO suppliersMark a supplier as a PO supplier to check that invoices are matched to at least one purchase order.
Match invoices to POs from other suppliersMatch invoices to POs that originated from suppliers other than the invoice supplier.
Purchase orders in YokoyYokoy uses purchase orders from your company‘s finance system to check invoice line items.
Goods receipts in YokoyUse goods receipts to cross-reference delivered quantities against billed quantities in your invoices.
Matching invoices with POs (2-way matching)Check invoice line items against purchase orders for compliance with spending policies.
Matching invoices with POs and GRs (3-way matching)Monitor procurement and order delivery by cross-checking amounts against invoices.
Matching statuses for POs and GRsPurchase order line item statuses help to identify possible deviations between ordered and billed amounts.
Set up keyword detection rules for invoicesUpload a list of keywords that you want to flag in invoices and perform a specific action.
Set up smart codingLet Yokoy's AI automatically detect and code your supplier invoices.
Configure invoice checks and dismissibilityAutomatically check and flag any potential issues in invoices and determine which user roles can dismiss any notifications.
Configure submitter actions for invoicesDetermine the actions such as uploading, editing or forwarding invoices that submitters can perform on invoices.
Set up advanced tax rates for invoicesManage self-assessed and recoverable taxes in Yokoy with advanced tax rate components.
Set up PO matching tolerancesControl overspending by setting up tolerances for deviations between PO and invoice line items.
Set up the Yokoy invoice inbox for receiving invoicesConfigure the email address to which suppliers can sent invoices for uploading directly in Yokoy.
Manage units of measurement for PO invoicesIf units of measurement vary between invoice line items and PO line items, you can configure Yokoy to always take the units from the PO.
Set up editing permissions for invoicesDetermine who can edit invoices according to the status in Yokoy.
Add supporting documents to invoices as a managerAllow approvers and managers to additional information to invoices in approval.
Configure manager actions for invoicesBy default, managers can edit invoices sent for approval. However, you can restrict editing, if required.