Quartzy Invoices Module

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.

Table of Contents

• Add an Invoice
• Revert the Status of an Invoice
• Delete an Invoice
• Frequently Asked Questions

Walk through the process in this 6-minute video!

Add an Invoice

1. In the top navigation menu, click Procurement and choose Invoices.

2. Click Add Invoice at the top left.

3. 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.).

4. Review and complete the invoice details. If any data is missing or was not parsed correctly, you can edit the fields manually.

• PO# (or Order Number for credit card purchases) 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.

 

Then, when you upload the invoice, select the No PO checkbox and type the vendor confirmation number in the Order Number field. You'll see a dropdown listing the corresponding order.

 

Once you select the order, the line item matching will populate.

5. 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

6. 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.

Revert the Status of an Invoice

For labs that are not integrated with QuickBooks Online or NetSuite, invoices can be reverted from Paid to Approved and from Approved to New.

1. In the top navigation menu, click Procurement and choose Invoices.

2. Click on a status in the navigation bar, then click Revert to Approved or Revert to New.

Delete an Invoice

Invoices can be deleted if they are in the New status and they have not been synced to QuickBooks Online or NetSuite.

1. In the top navigation menu, click Procurement and choose Invoices.

2. Click on the New status in the navigation bar, or revert the status of the invoice until it reaches New status.

3. Click Delete, then click Confirm in the pop-up window.

Frequently Asked Questions

What do the symbols mean under the Match Status column in the Invoices table?

• A red exclamation mark means there are discrepancies related to cost, quantity, or the PO. Look for the following issues:
  • The PO# from the invoice header cannot be matched to a PO
  • Not all line items on the invoice can be matched to the PO
  • For any matched line item, the Invoice unit cost > PO unit cost
  • For any matched line item, the new Total Received Quantity > PO Quantity
• A horizontal grey line means partially matched. Look for the following issues:
  • No discrepancies listed above and the new Total Received Quantity < PO Quantity

• A green check mark means fully matched.

   

Why is there a red exclamation mark on my invoice?

• If an invoice shows the red exclamation mark next to PO Match Status, it's probably because:

  1. The PO line items didn't get auto-matched by the AI parser

  • This means they're sitting in the Unused PO Line Items section, which would cause the Receipt Match Status to be red as well.
    • To fix this, click on the invoice, then click Edit and manually click Add Item to Invoice for the relevant lines.

  2. The PO line items were matched, but the pricing was parsed incorrectly

  • This can happen when both the list price and your discounted price appear on the invoice.
    • To fix this, click on the invoice, then click Edit and correct the pricing in the Invoice Line Items section, then save the invoice.

  3. The invoice truly doesn't match the PO

  • Accounting should push back on the vendor for a corrected invoice

  • Once a corrected invoice is received, delete the original invoice in Quartzy and process the new one

     

Coming soon

• Bulk invoice upload and processing
• CSV export of all invoice data

Next Up: Getting Started: Set Up Email Forwarding to the Quartzy Invoices Module