Office supplies, Saas subscriptions, software licenses…any company has hundreds of payments to process! As the number of small transactions to bookkeep increases, the accounting teams often find themselves swamped with work.
Extracting VAT, checking invoices, validating the information and then exporting the payment along with its corresponding receipt for bookkeeping purposes becomes a piece of cake with Spendesk’s new “Payment Inbox” feature.
New payment view to simplify your bookkeeping
To simplify the lives of the hundreds of accountants who use Spendesk on a daily basis, we have developed a new payment view specially designed for them. This view appears as an inbox which allows for a better traceability of the payments’ status in order to:
- Review payments that need to be added to your books
- Check that the supporting documents and information provided are correct and validate them
- Be informed when a new invoice has been added to a payment that has already been recorded
You can do this process on a weekly or monthly basis: check the new payments, validate and export them!
Bookkeeping in 3 simple steps
Should you need to make changes to an already validated payment, do not worry, simply hover above the “Validated” button and click on “Undo” to unfreeze the information.
To save time on bookkeeping, Spendesk allows you to export validated payments in .csv format. Once the payments are validated (all of them or only some), you can export them by clicking on the "Export" button.
Choose the time period of your export. If you are doing your monthly closing, you can select “last month” as your export period for example.
- A bank journal in .csv format containing all the transactions for your selected period, whether validated or not. You will find one line per payment (2 lines if a conversion fee applies) with all the information possible: team, mission, amount, currency, VAT, expense account etc.
- A purchase journal in .csv format containing all the validated payments for your selected period. Your bookkeeping file is ready! Each payment is broken down into several debit and credit lines:
- Pre-tax amount on the debit account - charge account (600XXX)
- VAT amount on the debit account - VAT account (445XXX)
- A credit line - bank account (512XXX)
All of the invoices are renamed according to the naming convention that you will have defined.
- Exported payments appear in the "Exported" tab of your Payment Inbox.
- If any invoice is added after an export, a figure appears next on the "Exported" tab.
Save time processing supplier payments with the Spendesk’s "inbox" view
Our "inbox" bookkeeping allows you to save a great deal of time especially during the closing period and also to have a better traceability on the bookkeeping itself.
- All information is centralised and easily accessible
- The payments to be verified and validated are clearly visible
- Validating and exporting payments becomes a piece of cake
- You can track newly-uploaded invoices on payments that have already been exported