{"id":1689,"date":"2025-11-02T17:21:06","date_gmt":"2025-11-02T16:21:06","guid":{"rendered":"https:\/\/www.help.headlight.tech\/?post_type=ht_kb&#038;p=1689"},"modified":"2026-03-11T15:19:33","modified_gmt":"2026-03-11T14:19:33","slug":"invoice-management-with-headlight-part-2","status":"publish","type":"ht_kb","link":"https:\/\/www.help.headlight.tech\/?ht_kb=invoice-management-with-headlight-part-2","title":{"rendered":"Invoice management: Importing &#038; Validation"},"content":{"rendered":"\n<blockquote class=\"wp-block-quote\">\n<p>Part 2 of our collection of interactive videos to show how you can manage supplier invoices within the Headlight application.<\/p>\n<\/blockquote>\n\n\n\n<p>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.<\/p>\n\n\n\n<p>See part 1 if you need an introduction to Invoice Management with Headlight, or see the <a href=\"https:\/\/www.help.headlight.tech\/?ht_kb=invoice-management-with-headlight-part-1\">overview of all related articles<\/a>.<\/p>\n\n\n\n<p><em>Let us know your questions or thoughts via support@headlight.tech.<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Importing invoices in Headlight<\/h2>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>In this video, we&#8217;ll show you how to import invoices manually. Of course, Headlight supports automatic import of invoices &#8211; reach out to your Headlight contact for more information.<\/p>\n<\/blockquote>\n\n\n\n<h3 class=\"wp-block-heading\">Headlight | Adding an invoice<\/h3>\n\n\n<p><!--ARCADE EMBED START--><\/p>\n<div style=\"position: relative; padding-bottom: calc(54.7222% + 41px); height: 0px; width: 100%;\"><iframe src=\"https:\/\/demo.arcade.software\/0c8yBReuxWRlKYxHH5Fc?embed&amp;embed_mobile=tab&amp;embed_desktop=inline&amp;show_copy_link=true\" title=\"Headlight | Add Accounting Centers\" frameborder=\"0\" loading=\"lazy\" webkitallowfullscreen=\"\" mozallowfullscreen=\"\" allowfullscreen=\"\" allow=\"clipboard-write\" style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%; color-scheme: light;\"><\/iframe><\/div>\n<p><!--ARCADE EMBED END--><\/p>\n\n\n<p>Apart from the regular Import page under <strong>Resources<\/strong>, you can also add invoices directly from the <strong>Invoices<\/strong> overview.<\/p>\n\n\n\n<p>You can drag and drop a file into the invoice table, or select <strong>Upload Structured Invoice<\/strong> to upload an Excel or CSV file.<\/p>\n\n\n\n<ul>\n<li>After selecting your local invoice file, indicate from which supplier the invoice originates.<\/li>\n\n\n\n<li>Pick the correct supplier from the dropdown list.<\/li>\n\n\n\n<li>When everything is set, click <strong>Upload<\/strong>.<\/li>\n<\/ul>\n\n\n\n<p>The invoice will be automatically uploaded and processed.<\/p>\n\n\n\n<p>Your invoice has been uploaded, classified, and checked.<\/p>\n\n\n\n<p>In a later video, we\u2019ll dive into the details. Stay tuned!<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Validation of invoices<\/h2>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>This section shows how fleet managers or other stakeholders can review invoices, and approve or reject them.<\/p>\n<\/blockquote>\n\n\n\n<h3 class=\"wp-block-heading\">Headlight | Inspecting invoice lines<\/h3>\n\n\n<p><!--ARCADE EMBED START--><\/p>\n<div style=\"position: relative; padding-bottom: calc(54.7222% + 41px); height: 0px; width: 100%;\"><iframe src=\"https:\/\/demo.arcade.software\/3RWvDjMK21jot8tjHlnz?embed&amp;embed_mobile=tab&amp;embed_desktop=inline&amp;show_copy_link=true\" title=\"Headlight | Add Accounting Centers\" frameborder=\"0\" loading=\"lazy\" webkitallowfullscreen=\"\" mozallowfullscreen=\"\" allowfullscreen=\"\" allow=\"clipboard-write\" style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%; color-scheme: light;\"><\/iframe><\/div>\n<p><!--ARCADE EMBED END--><\/p>\n\n\n<p>Find your invoices in <strong>Procurement &gt; Invoices<\/strong>.<\/p>\n\n\n\n<ul>\n<li>Access the Invoices overview and open an invoice to view its detailed lines.<\/li>\n\n\n\n<li>Each invoice line shows key details such as Supplier, Invoice number, Date, Amount, and Status.<\/li>\n\n\n\n<li>Click on any invoice line to expand and review its components.\n<ul>\n<li><em>Within each line, you\u2019ll see information including Vehicle, Driver, Service type, Description, and Total amount. <\/em><\/li>\n\n\n\n<li><em>Each line also displays classification data such as Cost item category, Ledger account, and Cost center.<\/em><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Headlight performs several <em>automated checks<\/em> to <strong>validate data<\/strong>. These include confirming that the correct <em>legal entity<\/em> is billed, the <em>billing period<\/em> matches the lease contract, and the <em>lease amount<\/em> is accurate.<br>If any checks fail, the system displays a \u201cFailed\u201d status beside the line. <\/p>\n<\/blockquote>\n\n\n\n<ul>\n<li>Click the icon to review details of the failed check.<\/li>\n\n\n\n<li>In some cases, an invoice may mention a different legal entity than the one stored in the Headlight system. <\/li>\n\n\n\n<li>This information helps identify discrepancies and contact the supplier if needed.<\/li>\n\n\n\n<li>To investigate further, select \u201cInvoice lines\u201d to review the specific vehicle and item billed.<\/li>\n\n\n\n<li>In the Vehicle overview, we can check that the vehicle is linked to the correct legal entity.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>We can also review the history of billed amounts for that vehicle in the <em>Invoices tab<\/em>.<br>In our test scenarios, if the environment only contains one invoice, we find the <em>corresponding amounts<\/em> and the <em>matching<\/em> <em>period<\/em> that was invoiced.<br>Use the <strong>sorting options<\/strong> to organize invoice amounts by different views.<\/p>\n<\/blockquote>\n\n\n\n<ul>\n<li>When a mismatch is found, update the vehicle\u2019s legal entity directly from this view.<\/li>\n\n\n\n<li>Specify the date of change when applying updates.<\/li>\n\n\n\n<li>For example, a vehicle may have been moved to a new legal entity on February 10, 2025.<\/li>\n\n\n\n<li>Once changes are made, return to the invoice and relaunch the Headlight checks.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Checks always take into account the properties of a vehicle at the time period that was billed.<br>If an invoice covers a past period, future changes to entity data won\u2019t retroactively affect the results.<br>When all data and checks align, Headlight confirms the invoice as valid.<br>There we go \u2014 all checks passed!<\/p>\n<\/blockquote>\n\n\n\n<ul>\n<li>Use the <strong>Search<\/strong> and <strong>Filter<\/strong> tools to locate specific invoices or cost types.<\/li>\n\n\n\n<li>Click <strong>Columns<\/strong> to adjust visible data fields.<\/li>\n\n\n\n<li>To review the raw invoice file, select <strong>Open document<\/strong> from the context menu \u2014 the viewer opens directly within Headlight.<\/li>\n\n\n\n<li>Compare digital invoice lines with the original document to verify accuracy.<\/li>\n<\/ul>\n\n\n\n<p>Once validated, you can <strong>approve<\/strong> or <strong>reject the invoice<\/strong> in the workflow covered in later videos.<\/p>\n\n\n\n<p>All invoice data <em>automatically updates<\/em> when edits are made in accounting or vehicle records.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Headlight | Approve or reject invoices<\/h3>\n\n\n<p><!--ARCADE EMBED START--><\/p>\n<div style=\"position: relative; padding-bottom: calc(54.7222% + 41px); height: 0px; width: 100%;\"><iframe src=\"https:\/\/demo.arcade.software\/xcdymWvqtWwRlUa9EKnV?embed&amp;embed_mobile=tab&amp;embed_desktop=inline&amp;show_copy_link=true\" title=\"Headlight | Add Accounting Centers\" frameborder=\"0\" loading=\"lazy\" webkitallowfullscreen=\"\" mozallowfullscreen=\"\" allowfullscreen=\"\" allow=\"clipboard-write\" style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%; color-scheme: light;\"><\/iframe><\/div>\n<p><!--ARCADE EMBED END--><\/p>\n\n\n<p>Access the <strong>Invoices<\/strong> tab under <strong>Procurement<\/strong> to review invoice details.<\/p>\n\n\n\n<p>In the <strong>Invoice Details<\/strong> view, you\u2019ll see fields such as <strong>Invoice ID, Invoice Date, Financials<\/strong>, and<strong> Invoice Status<\/strong>. The <strong>Invoice Files<\/strong> section lists the structured invoice, extended Excel file, and PDF invoice.<\/p>\n\n\n\n<p>Add the corresponding PDF file to complete the <strong>File Status<\/strong>. Once the file is uploaded, the system marks the invoice as <strong>Complete<\/strong>.<\/p>\n\n\n\n<p>When all checks are passed, you can <strong>approve<\/strong> or <strong>reject<\/strong> the invoice directly from this screen. Approval is possible even if checks failed or the file is incomplete.<\/p>\n\n\n\n<p>After approval, the invoice status updates to <strong>Approved<\/strong>, confirming it\u2019s ready for processing by your colleagues.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Headlight | Disputed lines &amp; Credit notes<\/h3>\n\n\n<p><!--ARCADE EMBED START--><\/p>\n<div style=\"position: relative; padding-bottom: calc(54.7222% + 41px); height: 0px; width: 100%;\"><iframe src=\"https:\/\/demo.arcade.software\/p2LOg2YbJVveIJPueAjq?embed&amp;embed_mobile=tab&amp;embed_desktop=inline&amp;show_copy_link=true\" title=\"Headlight | Add Accounting Centers\" frameborder=\"0\" loading=\"lazy\" webkitallowfullscreen=\"\" mozallowfullscreen=\"\" allowfullscreen=\"\" allow=\"clipboard-write\" style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%; color-scheme: light;\"><\/iframe><\/div>\n<p><!--ARCADE EMBED END--><\/p>\n\n\n<p>If certain invoice lines need to be flagged to the supplier, you can mark them as <strong>disputed<\/strong>.<\/p>\n\n\n\n<p>Within the <strong>Invoice Details<\/strong> view, select the relevant line and click <strong>Mark as disputed<\/strong>. The line will then appear in the <strong>Disputes<\/strong> section of the invoice.<\/p>\n\n\n\n<p>When credit notes are uploaded later, related <strong>credit lines<\/strong> will automatically link to the disputed items. You can also <strong>request a<\/strong> <strong>credit note<\/strong> directly from an invoice line.<\/p>\n\n\n\n<p>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.<\/p>\n\n\n\n<p>To finalize the process, ensure there\u2019s an active <strong>Headlight workflow<\/strong> using the credit note trigger.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Continued in <strong><a href=\"https:\/\/www.help.headlight.tech\/?ht_kb=invoice-management-with-headlight-part-3\">Part 3<\/a><\/strong><\/p>\n<\/blockquote>\n","protected":false},"excerpt":{"rendered":"<p>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&#8230;<\/p>\n","protected":false},"author":3,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":[],"ht-kb-category":[116],"ht-kb-tag":[43],"_links":{"self":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/1689"}],"collection":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=1689"}],"version-history":[{"count":9,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/1689\/revisions"}],"predecessor-version":[{"id":2654,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/1689\/revisions\/2654"}],"wp:attachment":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=1689"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fht-kb-category&post=1689"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fht-kb-tag&post=1689"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}