Part 2 of our collection of interactive videos to show 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.
See part 1 if you need an introduction to Invoice Management with Headlight, or see the overview of all related articles.
Let us know your questions or thoughts via support@headlight.tech.
Importing invoices in Headlight
In this video, we’ll show you how to import invoices manually. Of course, Headlight supports automatic import of invoices – reach out to your Headlight contact for more information.
Headlight | Adding an invoice
Apart from the regular Import page under Resources, you can also add invoices directly from the Invoices overview.
You can drag and drop a file into the invoice table, or select Upload Structured Invoice to upload an Excel or CSV file.
- After selecting your local invoice file, indicate from which supplier the invoice originates.
- Pick the correct supplier from the dropdown list.
- When everything is set, click Upload.
The invoice will be automatically uploaded and processed.
Your invoice has been uploaded, classified, and checked.
In a later video, we’ll dive into the details. Stay tuned!
Validation of invoices
This section shows how fleet managers or other stakeholders can review invoices, and approve or reject them.
Headlight | Inspecting invoice lines
Find your invoices in Procurement > Invoices.
- Access the Invoices overview and open an invoice to view its detailed lines.
- Each invoice line shows key details such as Supplier, Invoice number, Date, Amount, and Status.
- Click on any invoice line to expand and review its components.
- Within each line, you’ll see information including Vehicle, Driver, Service type, Description, and Total amount.
- Each line also displays classification data such as Cost item category, Ledger account, and Cost center.
Headlight performs several automated checks to validate data. These include confirming that the correct legal entity is billed, the billing period matches the lease contract, and the lease amount is accurate.
If any checks fail, the system displays a “Failed” status beside the line.
- Click the icon to review details of the failed check.
- In some cases, an invoice may mention a different legal entity than the one stored in the Headlight system.
- This information helps identify discrepancies and contact the supplier if needed.
- To investigate further, select “Invoice lines” to review the specific vehicle and item billed.
- In the Vehicle overview, we can check that the vehicle is linked to the correct legal entity.
We can also review the history of billed amounts for that vehicle in the Invoices tab.
In our test scenarios, if the environment only contains one invoice, we find the corresponding amounts and the matching period that was invoiced.
Use the sorting options to organize invoice amounts by different views.
- When a mismatch is found, update the vehicle’s legal entity directly from this view.
- Specify the date of change when applying updates.
- For example, a vehicle may have been moved to a new legal entity on February 10, 2025.
- Once changes are made, return to the invoice and relaunch the Headlight checks.
Checks always take into account the properties of a vehicle at the time period that was billed.
If an invoice covers a past period, future changes to entity data won’t retroactively affect the results.
When all data and checks align, Headlight confirms the invoice as valid.
There we go — all checks passed!
- Use the Search and Filter tools to locate specific invoices or cost types.
- Click Columns to adjust visible data fields.
- To review the raw invoice file, select Open document from the context menu — the viewer opens directly within Headlight.
- Compare digital invoice lines with the original document to verify accuracy.
Once validated, you can approve or reject the invoice in the workflow covered in later videos.
All invoice data automatically updates when edits are made in accounting or vehicle records.
Headlight | Approve or reject invoices
Access the Invoices tab under Procurement to review invoice details.
In the Invoice Details view, you’ll see fields such as Invoice ID, Invoice Date, Financials, and Invoice Status. The Invoice Files section lists the structured invoice, extended Excel file, and PDF invoice.
Add the corresponding PDF file to complete the File Status. Once the file is uploaded, the system marks the invoice as Complete.
When all checks are passed, you can approve or reject the invoice directly from this screen. Approval is possible even if checks failed or the file is incomplete.
After approval, the invoice status updates to Approved, confirming it’s ready for processing by your colleagues.
Headlight | Disputed lines & Credit notes
If certain invoice lines need to be flagged to the supplier, you can mark them as disputed.
Within the Invoice Details view, select the relevant line and click Mark as disputed. The line will then appear in the Disputes section of the invoice.
When credit notes are uploaded later, related credit lines will automatically link to the disputed items. You can also request a credit note directly from an invoice line.
For Headlight Flow users, a workflow can be launched from the same menu to request a credit note. Confirm the request and add notes, such as details about incorrect amounts or missing data.
To finalize the process, ensure there’s an active Headlight workflow using the credit note trigger.
Continued in Part 3
