Regional Terminology Note: We use Asia-Pacific/European terms here for consistency. In this article, we refer to Tenancies (called Leases in North America) and Direct On-Charges (called Cost Recovery in North America). If you work in a different region, terms may vary. For a full list of equivalents, see our Regional Terminology Guide.
Reduce manual work when processing expense invoices in bulk
Save time and cut re-entry by using the new Process Expense Invoices page. It replaces the old bulk flow and adds multi-line support, multi-company processing, and stronger accounting integrations. You also get optional Credia Extract to lift data straight from your documents.
Capture full costs with multiple invoice line items
Add multiple line items to each expense invoice so you can record every charge in one place. Split costs across accounts, tax rates, or tracking as needed. This removes the need for duplicate invoices or manual workarounds.
Process across companies without separate uploads
Upload mixed batches and assign each invoice to the correct company during processing. You don’t need to sort files by company ahead of time. This keeps your workflow fast and organised.
Track line items with connected accounting
If you use a connected accounting provider, the new flow supports line-level tracking for accounts, tax, and other fields. Your chosen accounting setup stays consistent from invoice to export. Use tracking on each line item for accurate reporting.
Note: Line item tracking depends on your accounting provider’s supported features. Learn more about Connected Accounting →
Extract invoice data with Credia Plus
On Credia Plus, use Credia Extract to read key details from your uploaded invoices. The system pre-fills fields so you can review and approve faster. You control the final checks and approvals before posting.
Learn more about Credia Extract and upgrade to Credia Plus →
Find and open the bulk processing page quickly
Jump straight into your batch from the Accounting menu. You don’t need to visit each tenancy or property to add invoices one by one.
Access the Process Expense Invoices page
- Go to Accounting.
- Click Process Expense Invoices.
Upload and prepare invoices without rework
Upload your files, let the system detect duplicates, and then complete the details. You can approve, submit, or save as a draft in one flow.
Upload invoices
- Click Process Invoices (or Process with Credia if you have Credia Plus).
- Drag and drop files, or use the file selector.
- Click Continue.
Note: The system flags duplicate invoices that were already imported and created. You’ll see a message when a file is not imported due to duplication.
Complete invoice details
- Review the invoice preview on the left.
- With Credia, extracted fields auto-populate for quick review.
- Use the same BPAY, Account, and Tax options available on the Create an expense invoice page.
- Fill in required fields on the right.
- Click Approve (based on your permissions), Submit for approval, Save as draft, Skip, or Cancel.
Tip: Use Save as draft if you need to come back to the invoice later without losing your work.
Keep moving through a large batch without losing place
Work through invoices one by one and keep track of what’s left. Skip any invoice and return when you’re ready.
Process additional invoices
Continue through the invoices in your batch. The remaining count displays at the bottom so you always know what’s left. Use Skip to park an invoice and come back later.
Video: This short walkthrough shows the end-to-end flow of uploading, reviewing, and processing expense invoices.
Understand the processing page at a glance
Use the tables and status indicators to see what needs attention and what’s already done. This helps you prioritise quickly.
View invoice tables
- Pending Invoices: Uploaded files that still need processing or completion.
- Processed Invoices: Completed invoices that have been submitted or approved.
Read status indicators
For Pending files:
- Pending: File uploaded and waiting to be processed.
- Ready for review (Credia Plus only): Details extracted and waiting for your verification.
- Failed: The system couldn’t extract file details.
For Processed invoices, you’ll see the invoice’s status in the table.
Add a new creditor while you process an invoice
Create a new Creditor (Supplier) without leaving the invoice screen. This keeps your flow smooth and prevents backtracking.
Create a creditor from the invoice screen
- Open the From dropdown.
- Click + Add new creditor.
- Enter the creditor name and click Save.
Screenshot: This image shows the From dropdown with the Add new creditor option.
Submit expense invoices for approval in one action
Select multiple processed invoices and submit them together. This speeds up approvals for large batches.
Submit processed invoices in bulk
- Go to the Processed tab.
- Select the invoices using the checkboxes.
- Click Bulk actions and choose Submit for approval.
Screenshot: This image shows the Processed tab with Bulk actions selected.
Recover costs by on-charging eligible expenses to tenancies
Create on-charge invoices when a line item posts to a Direct On-Charges account or when the expense relates to a tenancy. You can do this while processing or after processing from the table.
Identify when you can on-charge
You will see on-charge options when any invoice line is allocated to a Direct On-Charges account. You will also see them when the expense links to a tenancy. These prompts appear at approval or submission time.
Create on-charge invoices while processing
When you approve or submit an eligible invoice, the system prompts you to create the on-charge invoices. You can follow the prompt to generate them right away or complete all invoices first and create them later from the table.
Video: This clip shows the on-charge prompt that appears during approval and how to confirm creation.
Create on-charge invoices after processing
- Open the Processed tab and find eligible invoices.
- Click the Create invoices link in the On-Charge column.
- Confirm creation in the modal dialog.
Screenshot: The On-Charge column shows the Create invoices link for eligible rows.
Screenshot: After creation, the table reflects the updated on-charge status.
Link maintenance tasks and work orders to the invoice
When processing supplier invoices for maintenance work, you can now link them to specific maintenance tasks or work orders during the invoice processing workflow. This eliminates the need to navigate between separate invoice and maintenance screens, streamlining your workflow and minimizing manual coordination between finance and property teams.
Key benefits:
- Process invoices and link maintenance items in a single workflow
- Maintain complete audit trails for regulatory compliance and internal controls
- Improve communication between accounting teams and property managers
- Track maintenance task completion more effectively
How to link maintenance items to an invoice
- Open the Link Maintenance Tab
- Search for Maintenance Tasks or Work Orders using the filters in the modal (Type, Status, Start and End Date, Search)
- Select the maintenance task/s or work order/s to link to the invoice
- Confirm the link by clicking 'Link tasks' and review the items linked
- You can unlink items from the invoice by clicking the rubbish bin icon for each task
Understanding what you're linking:
- When you link a work order, the invoice automatically links to its parent maintenance task
- When you link a maintenance task, it won't automatically link to its work orders
- You can link one invoice to multiple tasks or work orders
- You can't link both a task and its child work order to the same invoice
Note: You must be in the Invoice Details tab to save, submit or approve your invoice
Viewing invoice links from the Maintenance Hub
When you link an invoice to a maintenance task, the invoice also appears as linked when viewing that task in the Maintenance Hub. This creates a two-way connection that helps both accounting and property teams see the complete picture.
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