Automate the collection of your supplier invoices, pay your suppliers in just a few clicks, and reconcile your documents to transactions — all from a centralised space. Once an invoice is matched to a transaction or its payment has been initiated, Qonto automatically removes it from your waiting list, leaving only the documents that require your attention.
All team members can access the Supplier invoices section, but what they see and do depends on their role and permissions:
- Owners and Admins see and manage all supplier invoices across the company.
- Managers see the invoices they uploaded by default. With the Manage supplier invoices permission, they see their team’s invoices or all company invoices, depending on their scope.
- Employees can upload invoices, edit the ones they uploaded, and request payments. They only see their own invoices.
💡 To learn more, see How can I safely delegate the management of Supplier invoices to my team?
⚠️ The Supplier invoices section is separate from the Customer invoices section: it cannot be used to process invoices you issue to your own clients.
How to access this section?
From the web app 💻:
- Owners, Admins and Managers: go to Accounts payable > Supplier invoices
- Employees: go to Invoices > Supplier invoices
From the mobile app 📱: tap Menu, then select Invoices > Supplier invoices
Dashboard
At the top of the section, a dashboard gives Owners and Admins a real-time overview of their supplier invoices. Managers with the Manage suppliers and supplier invoices permission can see it too. Employees can’t see the dashboard.
- To pay today: the total amount due today, the number of invoices, and how many are overdue.
- Upcoming payments: the invoices due in the next 90 days.
- Paid invoices: the invoices paid over the last 30 days. Use the drop-down to change the period
How do I collect my invoices?
You can import supplier invoices in several ways:
- Upload them manually: use the Add an invoice button or drag and drop files into the section
- Connect a storage tool: import from Google Drive or Dropbox
- Connect your inbox: use the Gmail integration
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Forward them by email: your two addresses are in Settings > Document forwarding
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pay-xxx@inbox.qonto.com: for invoices still to pay. They appear in the [To pay] tab. -
receipts-xxx@inbox.qonto.com: for receipts of payments already made. Qonto tries to match them to a transaction automatically.
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Document Review section: all documents imported are automatically categorized into four types: Invoice, Receipt, Credit note and Other. You can filter by type to process your documents more quickly
You can access it via Tasks > Document Review.
⚠️ Invoices and receipts you add to a transaction from Business account > Transactions don’t appear in Supplier invoices
How do I pay and match my invoices?
To pay an invoice:
- Click on the invoice
- Check the extracted details: supplier name, IBAN or SWIFT/BIC, amount, currency and payment reference
- Click Pay. Qonto opens the SEPA or international/SWIFT transfer flow, depending on the invoice
- Confirm the payment
For SEPA transfers, Verification of Payee (VoP) checks the supplier’s name and IBAN with their bank before you confirm. It never blocks your payment, so you decide whether to continue. Learn more
You can also set up multi-level approval workflows to route approvals before an invoice is paid. They’re available with the Team Spend Controls add-on.
To pay several invoices at once, tick them, click Pay, review the summary and confirm. Qonto matches each payment to its invoice automatically. This is available on Team plans.
You can pay an invoice in several installments. The invoice stays in To pay until nothing is left to pay, and everything is tracked in its Payment details section:
- The amount paid so far, compared with the invoice total
- All linked transactions and credit notes
- The remaining amount to pay
To settle the rest in one click, click Pay. Qonto calculates the remaining amount and pre-fills it. To remove a transaction linked by mistake, click X next to it.
If you already paid an invoice, click Mark as paid, then select the matching transaction. Choose Continue without a transaction if you paid outside Qonto.
Once an invoice is paid, it moves to the Completed tab. To undo a match, open the invoice and click X. Supplier credit notes are matched automatically. If there’s no match, click “...” and select Match a transaction.
💡 Eligible customers can also use Pay Later to finance their invoices.
⚠️ You can’t make bulk supplier invoice payments outside Supplier invoices, pay by card, or set up SEPA direct debits.
How can I manage and organise my invoices?
Search and filters: filter your invoices by supplier, due date (overdue or upcoming), duplicates, documents not recognised as invoices, or missing details. Use the search bar to search by supplier name or invoice number. Click on column headers (Supplier, Status, Due date) to sort.
Avoiding duplicates: during import, Qonto automatically flags potential duplicates. Click Review your invoices in the notification to compare documents and decide whether to keep or delete them.
Delete an invoice: click the 🗑 icon in the top right of the invoice to delete it from any tab.
⚠️ Deletion is not possible if a payment is scheduled or if an auto-invoice has already been generated. Cancel the scheduled payment first.
Manage your suppliers: from Supplier Invoices > Supplier list, find, edit or archive your suppliers.
Click on a supplier to open their profile and access the Edit or Archive options.
What should I do if I encounter an issue?
I want to add a payment notice as a supplier invoice. Payment notices are not recognised as invoices by our system. First make the corresponding transfer, then manually add the payment notice as a supporting document on the transaction from Business account > Transactions.
Direct payment from the Supplier Invoices section is not possible if the invoice currency is not supported by Qonto. Ask your supplier for an invoice in a currency supported by Qonto, then proceed with the appropriate transfer flow. You can find the list of accepted currencies in this article.