Read and book the invoice

Purpose

Once the supplier invoice has been uploaded, the action “Read the invoice” extracts the amount incl. VAT, the VAT, the number and the date, in order to avoid manual data entry and typing errors.

The action “Book the expense” then records the expense in the transactions, linked to the unit, the mandate and the owner, so that the cost of the work is tracked alongside the other portfolio movements.

Where to find it

1. Operations
2. Work orders

Line actions “Read the invoice” and “Book the expense”.

Steps

1. Check that the invoice has been uploaded by the supplier or attached to the order, as the action “Invoice” allows you to open it.
2. Click on “Read the invoice” so that the AI fills in the “Invoice amount incl. VAT” and “Of which VAT”, as well as the number and the date when they are still empty.
3. Open the order record to check and, if necessary, correct the extracted amounts.
4. Click on “Book the expense” when the order is in the status “Invoiced” because the expense is then allocated to the unit, the order changes to “Closed” and the original ticket is closed with its final cost.

Good to know

• If no amount is found, REOS indicates this and prompts you to enter it in the record, because booking requires a positive amount.
• “Read the invoice” is only offered as long as the expense has not been booked, which prevents double allocation.
• AI reading is included in the subscription and appears in the “AI usage” tab of the subscription under “Document reading”.

Related guides

• OperationsManaging work ordersOrder work from a contractor with a cap, obtain owner approval if necessary, and track the visit until the invoice is received.
• Rent and financeTrack transactionsConsult all expected and received amounts, rents, service charges, fees and expenses, and record receipts.
• OperationsTracking maintenance requestsRecord, prioritise and close maintenance tickets for your units, then convert them into work orders.
• OperationsUsing AI in ScreensSeveral screens use AI to draft, read or compare information, such as a dictated report, invoice reading, valuation analysis or report.