Note: The Invoices module is currently available to select customers. If interested, please contact us at sales@quartzy.com.
The Invoices module in Quartzy helps you manage vendor invoices and track payment status. You can upload an invoice file, have it automatically parsed and matched to your PO, and approve it for payment.
This article covers how to upload and match an invoice to a PO using the Invoices module.
Walk through the process in this 1-minute video!
- In the top navigation menu, click Procurement and choose Invoices.
- Click Add Invoice at the top left.
Note: Invoices from Quartzy will appear automatically—no upload needed.
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Select or drag-and-drop an invoice file into Quartzy.
Quartzy will automatically parse the invoice to extract key fields (vendor, PO#, invoice number, line items, etc.).
Tip: You can also create an invoice directly from a PO Details page, but that workflow does not support automatic parsing.
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Review and complete the invoice details. If any data is missing or was not parsed correctly, you can edit the fields manually.
- PO# is required to match against Order Requests.
- Vendor is pulled from the PO, but you can change it.
- Due Date is calculated based on the invoice date and payment terms.
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Match invoice line items. The Line Item Matching section helps you verify that the invoice matches what was ordered and received.
- The left side shows items from the PO, including quantities ordered and received.
- The right side shows items parsed from the invoice.
A line item is considered Matched when:
- Invoice quantity ≤ PO quantity
- Invoice quantity ≤ quantity received
- Unit price on the invoice matches the PO
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Once you've confirmed everything is correct, click Save Invoice and then click Approve to approve the invoice and mark it as ready for payment.
- For Quartzy invoices, the status will automatically update to Paid once your payment is processed. For external vendors, manually update the invoice status to Paid once payment is sent.
Optional: Create an invoice without uploading a file
- Click Add Invoice and then Skip the file upload to enter invoice data manually. You can always upload a file later to an existing invoice if needed.
Coming soon
- Forward invoices via email for automatic upload and parsing
- Bulk invoice upload and processing
- Export payment packets (invoice + PO + packing slips in one PDF)
- CSV export of all invoice data
Next Up: Quartzy Invoices FAQs
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