Finance

# Incoming invoices and approvals

Register supplier and carrier invoices from their PDF, check them against quotes or costs, and approve or reject them.

Updated 5 October 2026

**Who can do this:** The invoice permission and the Financial platform feature. The Pending Approvals tab needs the permission to see pending approvals.

Incoming invoices are the invoices carriers, subcontractors and suppliers send you. You register them in Transportial, check them against what you agreed, and have them approved before payment.

## Register an incoming invoice

1. Open the **Financial** view, choose the administration and click **Incoming invoices**.
2. Click **\+ Create invoice**.
3. Under **Documents**, upload the supplier's invoice (PDF or image). Transportial reads the document and fills in the fields it recognises.
4. Check the **Name** (the supplier's invoice number) and **Reference**.
5. Check or choose the supplier in **Sender**, and optionally the **Team** and **Contact Persons**.
6. Check the description, due date, currency and every line, including the tax rate.
7. Click **Save**.

When an incoming invoice is created, approval requests go to the managers of its team automatically.

## Check the invoice against what you agreed

An incoming invoice has a **Check against** section.

1. Open the incoming invoice.
2. In **Check against**, choose **Incoming quote** or **Pricing element**.
3. For a quote, search in **Search and select a quote...**. For a pricing element, type the amount in **Enter comparison amount**.
4. Compare **Invoice total** with **Match total**. Transportial shows **Exact match** or the **Difference**.

## Request an approval

1. Open an incoming invoice with the status **Draft** or **Open**.
2. Click the **Extra** drop-down and choose **Request approval**.
3. Choose the user who must approve.
4. Click **Send**. You see **Approval requested**, and the invoice waits for approval.

## Approve or reject

1. Open the **Pending Approvals** tab. It lists the invoices waiting for your decision, with **Sender**, **Reference**, **Expiration date** and **Total**.
2. Open the invoice if you want to see the details.
3. Click **Approve** to approve it.
4. Or click **Reject**, type the **Reason for rejection...** and confirm. A reason is required.

You can also approve or reject from the invoice itself with **Extra** \> **Approve** or **Reject**, and approve several at once by ticking them on the **Incoming invoices** tab and choosing **Approve selected**.

## Statuses of incoming invoices

| Status                      | Meaning                                                                  |
| --------------------------- | ------------------------------------------------------------------------ |
| **Draft** / **Open**        | Registered, not decided yet.                                             |
| **Waiting for approval**    | An approver has been asked.                                              |
| **Approved** / **Rejected** | The approver decided.                                                    |
| **Paid**                    | You paid the invoice. Set it with **Select status** or **Mark as paid**. |
| **Cancelled**               | No longer valid.                                                         |

Carriers who work under a capacity contract with self billing do not need to send you invoices: you create the self-billing documents for them. See [Capacity contracts](/en/help/capacity-contracts).

## Related articles

* [Create, send and follow up invoices](/en/help/invoices)
* [Work in the Financial view](/en/help/financial-view)
* [Set up capacity contracts with carriers](/en/help/capacity-contracts)
* [Create and send quotes](/en/help/quotes)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en/contact)[Report an issue](/en/report-issue)

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Canonical page: https://transportial.com/en/help/incoming-invoices-and-approvals