Invoicing
Purchase invoices
A purchase invoice starts with a document you received. React Box reads it, identifies the supplier, suggests the accounting allocation — and all that is left for you is to check.
Updated on August 14, 2026
What a purchase invoice is
It is an invoice issued by a supplier and received by your organization. Unlike a sales invoice, its number is not yours: it is printed on the document you received. The work therefore consists of capturing that document faithfully, allocating it to the right accounts, then tracking its payment until it is settled.
From document to draft
Four steps, only one of which really asks something of you.
- 1
Upload the document
Drop in a PDF or an image. The file is immediately archived in the "Purchase invoices" folder of the vault and a draft is created.
- 2
Let the analysis work
Reading the document, identifying the supplier and suggesting the accounting allocation all happen in the background. The page updates on its own.
- 3
Check and complete
Recognized data is pre-filled and flagged as such. Correct what needs correcting and fill in what is missing.
- 4
Record it
The invoice moves to "Recorded": the supplier and its bank details are frozen, and payments become possible.
Tip
What the analysis recognizes
Every suggestion is shown with its confidence level and stays editable.
- Supplier — matched against your directory by identical ICE, recognized IBAN, name similarity or AI suggestion.
- Bank details — the account read on the invoice can be added to the supplier record in one click.
- Invoice identity — supplier number, date, due date, reference, covered period and currency.
- Lines — description, quantity, unit price excluding tax and VAT rate.
- Expense accounts — one suggested account per line, applicable to every line at once.
- Deductible VAT — the account used for recoverable VAT, separate from the expense accounts.
- Duplicates — an invoice already recorded with the same supplier number is flagged before validation.
The states of a purchase invoice
The status reflects the progress of the review, then of the payment.
- Draft
The document has been uploaded and analyzed. Everything is editable, and the invoice can be deleted along with its document.
- To process
The invoice is waiting for the accountant's review. It appears in their queue with the missing information highlighted.
- Correction requested
The accountant sent the invoice back with a message explaining what must be corrected or completed. The business is notified.
- Rejected
The invoice is set aside, with the reason for the rejection. It can be sent back to the accountant once corrected.
- Recorded
The allocation is validated. The supplier and its bank details are frozen, and the invoice becomes payable.
- Cancelled
The invoice is kept but leaves your supplier balance. It returns to its previous status if you restore it.
Who does what
The review is where the business and its accounting firm meet.
Client side
Agency side
Payment tracking
A recorded invoice is settled by one or more payments.
Record a payment
Amount, date, method, paying account and reference. The invoice status is recalculated automatically on each addition.
Partial payments
Several payments can follow one another. The remaining balance is tracked continuously and the invoice stays outstanding until it is settled.
Paying account
The bank account you pay from is picked among your treasury accounts, which makes reconciliation against your statements easier.
Back to draft
As long as no payment has been recorded, a recorded invoice can be made editable again.
The document stays the reference
Unlike a sales invoice, whose PDF is produced by React Box, a purchase invoice keeps the original you received. That file is what gets archived in the vault, and you can display it side by side with the form while checking.
Note