What is an invoice
An invoice is a document from a supplier requesting payment for delivered goods. Use invoices to track costs and ensure they match what was ordered and received.
What is an invoice?
An invoice is a record of a transaction between your organization and a supplier.
It typically includes:
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Supplier information
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Invoice number
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Date and due date
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Items or services provided
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Total amount to be paid
Invoices are used to confirm what you are being charged.
Why invoices are important
Invoices help you:
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Track costs for purchased parts
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Verify supplier billing
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Maintain financial records
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Support audits and reporting
Without invoices, it is difficult to ensure accurate financial tracking.
How invoices work in MaintSpace
In MaintSpace, invoices are linked to your purchasing workflow.
You can:
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Register invoices from suppliers
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Link them to purchase orders
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Track their status (e.g. received, approved, paid)
This ensures consistency between ordering, receiving, and billing.
Invoice vs purchase order
It is important to understand the difference:
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Purchase order – What you plan to buy
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Invoice – What the supplier charges you
The invoice should match the purchase order and what was received.
Invoice statuses
Invoices typically move through different statuses:
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Received – Invoice is registered
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Matched – Verified against purchase order
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Approved – Ready for payment
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Paid – Payment completed
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Disputed – Issue identified
Tracking status helps you manage the process.
Tips
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Always compare invoices with purchase orders and received items
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Investigate any discrepancies before approval
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Keep invoice documentation organized
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Use statuses to track progress