How Do I Process E-Invoices?

E-invoices received through your e-invoice subscription are processed through the same Bills Inbox as standard PDF invoices — no separate workflow is required. When a supplier routes an e-invoice to your entity, it appears in the inbox automatically and is ready for review. The document name will identify it as an e-invoice so you can distinguish it from scanned PDFs at a glance.

Steps

1

Open the Bills Inbox

From the NetSuite navigation bar, open the Charted menu, hover over AP Automation, and select Home. In the left sidebar, select Bills Inbox.

2

Locate the e-invoice

E-invoices appear in the inbox alongside any other bills awaiting review. The document name will indicate that the bill is an e-invoice. You can use the inbox filters to narrow the list by vendor name, subsidiary, or upload date if needed.

3

Click into the invoice

Click the document name to open it. The Vendor Bill Data Capture Screen will open in a split-screen view.

4

Review the invoice details

The left panel displays a PDF representation of the e-invoice, rendered from the structured data transmitted by your supplier. Review this to confirm the invoice content — including vendor, amounts, and line items — before completing the bill.

The right panel shows the Vendor Bill form, pre-populated with the extracted invoice data. Review and adjust any fields as needed, the same way you would for a standard scanned invoice.

5

Access the XML source file

The original XML invoice file is attached to the record. You can access it from the Communication > Files tab on the Vendor Bill form if you need to reference the underlying structured data or retain it for compliance purposes.

6

Save the Vendor Bill

Once you have reviewed the populated fields and made any necessary adjustments, click Save to create the Vendor Bill in NetSuite. Saving the record will remove the invoice from the inbox.

E-invoices are transmitted as structured XML data through the PEPPOL network. The PDF shown in the split-screen view is a visual representation of that data — it is not a separately uploaded document. The attached XML file is the authoritative source record.