ProductPurchases
Supplier bills
Record, approve and pay supplier invoices from a single screen.
A bill in Numezis is an obligation to pay a supplier for goods or services received. Bills are the source of truth for both your cash forecast and your accounting payables.
Creating a bill
You have three options:
- From a document — the OCR engine has already extracted supplier,
amount, IBAN and reference. Click
Convert to bill, review the pre-fill, and save. - From scratch —
Purchases → Bills → New bill. Pick a supplier (or create one inline), add lines, save. - From a purchase order — if your workflow includes POs, convert directly from an approved order.
Required fields (Switzerland)
| Field | Why |
|---|---|
| Supplier | Drives accounting categorization + VAT recovery |
| Invoice number | Required by Swiss VAT rules; used for duplicate detection |
| Issue date | Determines the VAT period |
| Due date | Drives cash forecasting and reminder cadence |
| Net + VAT amount | Per line; supports 8.1% / 2.6% / 3.8% / 0% / exempt |
| IBAN or QR reference | Required for payment runs |
Approval
If approval is enabled for this supplier or amount range, the bill enters
the waiting_approval state on save. Approvers receive a notification
(in-app + email). They can approve, request changes, or reject. The audit
log records who did what and when.
Payment
Once approved, a bill is ready_to_pay. Two options:
- Mark as paid manually — useful when you've already paid outside Numezis (cash, instant payment, foreign wire).
- Include in next payment run — Numezis groups all ready bills, generates a pain.001 SEPA file (or QR-bill batch for CH), and you upload it to your e-banking once.
Lifecycle
draft → waiting_approval → ready_to_pay → paid → closed
↓
rejectedEach transition writes an entry to the journal of the bill, visible in the right-side panel of any bill page.