After uploading or creating them, you can find all invoices together in the “Bills” area.
Status | Description |
Verify | Not all required details were recognized, such as the invoice number, amount, invoice date, and due date. Check the invoice and make sure the supplier has been created. Note: Once all required fields have been confirmed, the bill is transferred to Open Items management. |
Canceled | Verification failed (e.g., wrong file or invoice uploaded). ATTENTION: A cancellation cannot be undone. Otherwise, you have to upload the invoice again. |
In approval | The invoice was passed to the approval process as complete |
Rejected | The approval workflow is stopped |
To be paid | The invoice has been approved and is ready for payment |
Partially paid | The invoice amount has not been paid in full |
In payment | The invoice was submitted for payment (e.g., directly or via SEPA XML), but the amount has not yet been debited from the bank account. Payments such as SEPA direct debit mandates can also move to this status. |
Payment failed | A payment attempt failed (canceled or rejected transfer). These invoices can be submitted for payment again and are shown in the “To be paid” widget. |
Paid | The invoice amount has been paid in full |
The invoice details are taken from the uploaded document automatically using OCR technology (text recognition) and prefilled.
To review or edit an invoice, click the pencil icon to the right of the respective entry.
A detail window opens in which you can view all information about the invoice and adjust it if needed.
Invoice actions: Verify, cancel, submit, reject, or mark as paid
As soon as you open an invoice for editing, three action options are available at the top:
Verify | With “Verify”, you mark the invoice as checked for content, correctness, completeness, or responsibility. This serves internal tracking before the invoice is submitted or paid. |
Cancel | With a click on “Cancel”, you can remove the invoice if it is incorrect or no longer relevant. The invoice is then removed from the overview and not processed further. ATTENTION: A cancellation cannot be undone. |
Submit | With “Submit”, you send the invoice into the approval process (add-on), provided Approval Policies have been set up. The invoice then receives the status In approval. |
Reject | If an invoice is incorrect or is not approved, you can send it back with “Reject” . The invoice receives the status Rejected and is removed from further processing. After a rejection, the invoice receives the status “New”. You can either resubmit or cancel it. |
Mark as paid | If the invoice has already been paid outside COMMITLY, you can finalize it directly with a click on “Mark as paid”. It is then marked as done and no longer appears in the payment run. |
Pay | If you want to pay the invoice directly via COMMITLY, select “Pay”. The payment is prepared and can then be executed in bulk in the payment run, depending on the selected bank account and payment type. Various payment methods are available. |
Reviewing and confirming a new contact
When you upload a bill to COMMITLY or enter it manually, the system automatically detects the partner (invoice issuer) based on the available data. If this partner is not yet in your contact list (Partners), a notice box is shown above the partner entry:
“New contact? We could not find this partner in your contact list. Do you want to add them?”
Check the displayed partner name; it is taken automatically from the uploaded invoice.
If the partner was recognized correctly, simply click “Confirm”.
COMMITLY now creates the partner in your contact list automatically. Future invoices from this partner are assigned automatically.
By confirming a new contact, you make sure that your bills are managed in a structured, partner-based, and central way, for faster capture, better assignment, and meaningful reports.
Setting payment terms (cash discount) during invoice review
Payment terms can also be set directly while an invoice is being reviewed.
When a new business partner is detected and confirmed in COMMITLY, the window for editing the business partner data opens.
Switch to the Payment terms tab.
Click + Add discount tier.
Enter the desired payment deadlines and discount rates.
Click Save.
The stored payment terms are then used automatically for future invoices from this business partner.
Notes
Payment terms are stored at the business partner level.
The stored discount tiers apply automatically to future invoices from the respective business partner.
A maximum of three discount tiers can be stored per business partner.
Changes to the payment terms affect future invoices only.
Invoices that have already been processed are not adjusted retroactively.
Payment methods in COMMITLY Bills
Payment methods during review are used to filter SEPA direct debit mandates or credit cards, as these do not belong in the payment run. You can record this accordingly during review.
Two payment methods are available in COMMITLY Bills:
Payment method | Usage |
SEPA direct debit | For invoices that are collected automatically from the account by direct debit |
Card | For invoices that are paid automatically via a stored credit card. |
SEPA direct debit and card
If the payment method SEPA direct debit or Card is selected for an invoice, COMMITLY assumes that the payment is collected automatically by the supplier.
The status “To be paid” is therefore skipped:
Without Approval Policies, the invoice moves directly from “New” to "In payment".
With Approval Policies, after approval the invoice moves directly from “In approval” to “In payment”.
As soon as the debit/card transaction appears in the bank account, the invoice can be matched with the corresponding transaction under OPEN ITEMS → Matching.