Part 6 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 info@headlight.tech.
Invoice Analytics
This section shows the built-in capabilities to analyse invoiced amounts in Headlight, by various metrics.
Headlight | Invoice Analysis
Purpose:
Get a complete visual overview of your organization’s invoicing data — with the ability to filter, drill down, and analyze supplier, employee, and cost center information in real time.
1. Access the Invoice Analysis module
- Go to Procurement > Invoices > Invoice Analysis.
- This section provides an overview of all supplier invoices allocated to your company.
- Headlight visualizes key metrics to help you quickly gain insights into your invoicing activity.
2. Explore your analytics dashboard
- View charts and graphs summarizing:
- Total invoiced amounts (excl. VAT)
- Invoices per legal entity
- Costs per cost center, cost category, and cost item
- Invoices by time period (2Y, 1Y, 6M, 3M, 1M)
- Each chart updates dynamically as filters are applied.
- Click Invoice Analysis to open detailed visuals for deeper exploration.
3. Interpret the key data views
- Total amount excl. VAT shows your organization’s expenditure at a glance.
- Costs per center visualizes distribution across departments or teams.
- Costs per item breaks down expenses by category, such as Rent, Interest, or Maintenance.
- Costs per category reveals financial trends over time.
- Each graph provides selectable time ranges for flexible analysis.
4. Analyze by employee or supplier
- Scroll down to see a detailed employee-level summary:
- Each employee’s total invoiced amount excl. VAT
- The number of related invoice lines
- Click on a name (e.g., Jane Doe) to open the Employee Invoice Details, showing:
- Suppliers linked to the employee
- Cost categories and items (e.g., Rent, Interest)
- Dates, VAT breakdown, and charging details
5. Apply advanced filters
- Use the Filters panel to narrow down your data:
- Legal entity
- Invoice date after/before
- Line start date after/before
- Employee (filter by name)
- Example: filter on Jane Doe to see all invoices attributed to her.
- Results and charts instantly adjust to display only the filtered data.
- Click Reset Filters to return to the full dataset.
6. Review totals and visual insights
- See aggregated totals, invoice counts, and trends directly on the dashboard.
- Compare data by entity, employee, or supplier in real time.
- Visualize cost distribution and identify outliers or anomalies quickly.
7. Export data (preview for next video)
- All the insights displayed on-screen can be exported to Excel.
- This allows for extended analysis, sharing, or custom reporting outside Headlight.
- (Full export steps are covered in the following video.)
Tip:
“All the insights you need — right at your fingertips.”
Use filters, charts, and drill-downs together to uncover spending patterns and streamline invoice management.
Headlight | Employee Cost Report
Purpose:
Generate and export detailed employee cost reports in Excel format, providing clear insights into costs per employee within your fleet.
1. Access the Analytics section
- Go to Analytics > Fleet Analysis > Monitoring.
- Open the Reports tab at the top of the page.
- Here, you’ll find a list of default Headlight reports, such as:
- TCO Report (total cost of ownership)
- Incident Overview
- Fiscality Report
- Changes Report
- and Employee Cost Report
2. Select “Employee Cost Report”
- Choose Employee Cost Report from the list of available analytics reports.
- This report provides a detailed overview of costs per employee in your fleet.
- It can include information such as leasing, energy, and other cost components per person.
3. Create a new report
- Click Create Report at the top of the Reports screen.
- A dialog appears where you can define the reporting period:
- Start date – for example, 28 Jan 2025
- End date – for example, 28 Feb 2025 or 31 Mar 2025
- Select the range you want to analyze and confirm with Create Report.
Tip:
You can also link workflow events or triggers to automatically launch follow-up actions (e.g., notifying departments or storing reports in shared folders).
4. Review the generated reports
- Once the report is created, it appears in the list with details:
- Label: e.g., 2025-01-28_2025-02-28-employee-cost
- Period start / end
- Date created
- Status: exported or pending
5. Download the report
- After generation, click Download as Excel file.
- The exported file includes all relevant cost data per employee — ideal for further financial analysis.
- When the status shows exported, your report is ready to use.
6. Final confirmation
- Once you’ve downloaded your reports, you can close the page or return to Analytics to generate additional reports.
- If you need assistance, contact the Headlight team at support@headlight.tech.
Tip:
The Employee Cost Report helps you track and compare costs per employee efficiently — and it’s all exportable with one click.
You have now completed all parts of the Invoice management with Headlight collection. You are now enabled to take control of your invoices with Headlight, and start taking advantage of the massive time savings.
See part 1 if you need an introduction to Invoice Management with Headlight, or see the overview of all related articles.
