Review documents

After reading a document, Billpal checks it for contradictions: Do net and tax add up to gross? Do the line items match the total? Is it clear which side your company is on? When a check fails, the document gets the status Review. You can also put a document in Review yourself, or have a rule do it, for example when someone on the team still needs to approve it. Admins and members can resolve Reviews.

Find documents in Review

In Documents, the Review tab above the list shows only these documents.
On the document, a yellow note at the top names the problem, usually with the amounts, and shows the matching button: Resolve or Done.
A document can have several notes at once. It stays in Review until all of them are cleared.

Resolve a note

Open the document

Read the note at the top and keep the original file next to it. The file is the source, not the values Billpal read from it.

Click Resolve

A window shows only the fields involved. Billpal recalculates as you type and suggests the value that would fit, for example “Change total to 120.00”.

Correct the values

Copy the values from the original file. Once everything adds up, the icon in the window turns green.

Save

If no other note is open, the document leaves Review.

In the document list, Resolve is also in each row’s menu. It opens the document with the right window.

Notes from the automatic checks can’t be marked done. They clear once the values fit. If someone later edits the document and the contradiction comes back, Billpal opens the note again.

Each note explained

Supplier and customer

Billpal needs to know whether your company is the supplier or the customer on a document. That decides whether it’s incoming or outgoing, and which account fits in your books.

Note	Typical cause	How to resolve it
”Your company isn’t on this document”	Neither the supplier nor the customer matches your company. Example: your company is Acme Ltd, but the invoice is addressed to “Acme Trading Ltd” or to you personally.	Select your company as the supplier or the customer. If the other name shows up often, add it as an alias (see below).
”Both sides look like your company”	Supplier and customer both match your company, for example on an internal recharge. Billpal picked one side.	Check that the selected side is right. If not, select the other one.
”Several suppliers could match this document”	More than one supplier in Contacts matches the details on the document, for example two entries for the same company.	Select the right supplier. Then merge the duplicates in Contacts so the note doesn’t come back.
”Several customers could match this document”	Same as above, for customers.	Select the right customer.

If other documents from the same sender have the same problem, the window offers to apply your choice to them too, so you don’t have to open each one. Add an alias: Open Settings > Workspaces, select your workspace, and under Alias add other names or domains your company appears under on documents. Billpal then recognizes your company under those names as well. The window for “Your company isn’t on this document” links straight there.

Amounts and tax

These notes almost always mean a digit, a line, or a tax rate was read wrong. The window shows net, tax, and gross and, where needed, the line items with quantity, description, tax code, price, net, and gross.

Note	Example	How to resolve it
”Net + tax doesn’t match total”	Net 100.00, tax 20.00, gross 102.00.	Compare with the original file and correct net or gross. Billpal suggests both: “Change net to 82.00, or total to 120.00”. On documents without tax, the note reads “Net doesn’t match total”.
”Line items don’t match net or gross”	The lines add up to 95.00, net is 100.00, gross 120.00. Often a line such as shipping or a discount is missing, or a line was read twice.	Add, correct, or remove lines until the sum fits. If the lines are right, correct net or gross instead.
”Some line items are missing a tax code”	The invoice has lines at 20% and at 10%, and not every line has a tax code.	Set the tax code on each line. If one code applies to all lines, the “Apply … to all” button sets it in one step.
”Line tax doesn’t match the invoice”	The tax on the lines adds up to 18.00, the invoice shows 20.00. Usually one line has the wrong tax rate.	Check the tax codes on the lines against the original file.
”A reverse-charge line still has charged VAT”	A line is marked reverse charge but carries a tax amount. Under reverse charge the customer accounts for the VAT, so the invoice shows none.	Check that line’s tax code and tax amount.

Payment

Billpal reads the payment status from the document. It doesn’t see bank statements, so payment status, amount paid, and payment date on the document have to agree.

Note	Example	How to resolve it
”Marked paid but no payment date”	A receipt was read as paid, but no date was legible.	Enter the Payment date. It can’t be in the future. If the document isn’t paid at all, change the Payment status.
”Payment status is unpaid, but amount paid is set”	An invoice for 500.00 is marked unpaid, but Amount paid says 500.00.	Set the payment status to paid and add the payment date. If nothing was paid, clear Amount paid.

A document marked paid always needs both an Amount paid and a Payment date before you can save.

Reviews you or a rule start

Not every Review comes from the automatic checks. You can put a document in Review on purpose so someone looks at it.

On the document: Click Edit, set the status to Review, and write in the note what needs checking. The note is required so the next person knows what it’s about.
With a note: Turn on Review needed while writing a note. Mention the person who should handle it with @.
With a rule: Add the Create a note action to a rule and turn on Review needed. Example: every incoming invoice of 1,000 or more gets the note “Please approve” and goes to Review.

You close these Reviews yourself: on the document with Done, or in the document list with Mark review done in the row menu. To close several at once, select them in the list and click Mark review done.

Review and exports

A document in Review can be exported. So nothing slips into your accountant’s file unnoticed, the export window shows a warning such as “3 documents in status Review”. Clicking it opens exactly those documents. Resolve the notes before you export if you want a clean file. If you export anyway, the note stays open on the document until someone resolves it.

Contacts

Keep suppliers and customers tidy and merge duplicates.

Rules

Send matching documents to Review automatically.

Exports

Export documents for your accountant.

Workspaces

Company details and aliases.

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Review documents

Find documents in Review

Resolve a note

Each note explained

Supplier and customer

Amounts and tax

Payment

Reviews you or a rule start

Review and exports

Contacts

Rules

Exports

Workspaces

​Find documents in Review

​Resolve a note

​Each note explained

​Supplier and customer

​Amounts and tax

​Payment

​Reviews you or a rule start

​Review and exports

​Related pages

Contacts

Rules

Exports

Workspaces

Find documents in Review

Resolve a note

Each note explained

Supplier and customer

Amounts and tax

Payment

Reviews you or a rule start

Review and exports

Related pages