This collection of interactive videos shows how you can manage supplier invoices within the Headlight application.
The Headlight invoice module saves tremendous time for the fleet manager in the approval process of invoices, as wel as for the Accounting department, via ready-to-use input files for the Analytical Accounting.
- Continue on this page for an Introduction & Configuring Accounting Rules
- Or, see Part 2 for Invoice Importing & Validation
- Part 3 for Extended & Consolidated Invoices as time savers
- Part 4 for Automated Workflows & auto creation of Custom Invoice Files
- Part 5, for Automated Workflows (continued) specific to creating Consolidated Invoices & Credit Note Triggers
- And, Part 6 for Invoice Analysis & Employee Cost Report
Let us know your questions or thoughts via info@headlight.tech
Introduction
In this section, we’ll show you how to where to find the invoice module, including your invoices, accounting rules, and analysis screens. Next, we show you where to find invoice data settings.
Headlight | Invoice Module
Find your invoices in the Procurement section.
Go to Orders, then select the Invoices tab.
Here, you can access Accounting Rules, Invoices, and Invoice Analysis.
Use these pages to configure accounting logic, review supplier invoices, and analyze costs.
Headlight | Invoice Data Settings
Find your advanced invoice settings via Settings.
In the Settings section, select Data & Security Settings.
Here, you can configure preferences related to data management and security.
In Data Settings, scroll to Invoice Data Settings.
Enable or disable options such as Include indicative fiscal deductibility, Include indicative deductible VAT, and Use last known driver for invoice lines.
These options let you define how invoices are processed.
If enabled, extended invoice data includes indicative fiscal deductibility.
Invoice lines can automatically connect to the last known driver of a vehicle when no current driver is found.
Other configuration options include deductibility of costs, recoverable VAT, and cost center allocation in case of driverless cars.
Don’t forget to Save your changes.
All done! Extended invoice settings are now configured.
Configuring Accounting Rules
In this section, we’ll show you how to make sure that the right cost centers and ledger accounts will be linked to each of the invoice cost item lines.
Headlight | Add Accounting Centers
All of your accounting centers and the corresponding rules can be found in Accounting Rules under the Invoices section.
As you can see, some cost centers have already been added.If cost center data exists in your HR data, it will automatically appear in this list.
To add a new center, select the Add icon.
In the dialog, choose the type of center to add.We can choose between Cost center or Ledger account.
- Let’s add a Ledger account.
- Enter the Label and Value for your new ledger account.
- Save to add the ledger account to the available accounting centers.
You’ll now see your new ledger account listed among the available centers.
Headlight | Add Accounting rules
Headlight | Add Accounting Centers & Create Accounting Rules
In Accounting Rules, you can set up how costs are automatically assigned to the correct cost centers and ledger accounts.
Some cost centers may already appear if data is available from your HR system.
- To add a new center, select the Add icon.
- You can choose between a Cost center or a Ledger account.
- Let’s start by adding a Ledger account.
- Enter the Label and Value, then select Save to create it.
Your new ledger account will now appear in the list.
Creating Cost Center Rules
Next, we’ll create accounting rules to automate cost classification.
- Open the Rules tab under Accounting Rules and click Add Rule.
- We’ll begin by linking costs related to Rent to the correct ledger account.
- Set Customer category type to Ledger account, and Rule type to Classifier.
- For the Condition type, choose == (Equals).
- This means the rule applies only when a specific condition is met.
- For Match type, select Cost item category
- Headlight automatically classifies supplier invoice cost elements into these categories, allowing you to select from a predefined list.
- Then, from the Value dropdown, select Rent.
We only want this rule to apply when the cost category is Rent.
- Now, choose which ledger account should be used when this condition applies
- Select the Rent ledger account from the dropdown.
- Click Save to confirm.
✅ Tip: You can also choose Cost item as the match type for more granular cost allocations.
The new rule will now appear in your Accounting Rules table.
Adding More Rules
Next, let’s add another rule for the Interest ledger account.
Again, set:
- Customer category type → Ledger account
- Rule type → Classifier
- Condition type → ==
- Match type → Cost item category
- Value → Interest
- Select the matching Interest ledger account as the linked account.
- Click Save.
Reviewing Your Rules
Your Accounting Rules list now includes:
- Item category == Interest → Ledger account 650040
- Item category == Rent → Ledger account 611059
- Inherit from employee → Cost center
✅ All set!
In the next video, we’ll explore how these rules automatically apply in your accounting process.
Stay tuned!
Continued in Part 2
