--- title: Receiving an Electronic Invoice description: "> 📍 **Where to find this module?** > *Main Menu > Purchases* This page explains how Kafinea automatically **receives** the invoices (and credit notes) that your suppliers issue via the partner platform, and how you then process them. > **Note:**…" url: "https://www.kafinea.com/en/help/purchases/receiving-an-electronic-invoice/" updated: "2026-06-28" category: Purchases --- # Receiving an Electronic Invoice > 📍 **Where to find this module?** > *Main Menu > Purchases* This page explains how Kafinea automatically **receives** the invoices (and credit notes) that your suppliers issue via the partner platform, and how you then process them. > **Note:** For the legal framework, the schedule, the "Electronic invoicing" widget, and the consolidated business status, see the reference page **[Electronic invoicing](https://www.kafinea.com/fr/documentation/finances/la-facturation-electronique/)**. From **September 1, 2026**, all companies must be able to receive their invoices electronically. Kafinea natively meets this requirement, with no action on your part: no manual entry is required for suppliers connected to the platform. --- ## 1. How invoices arrive 1. New invoices issued by your suppliers are automatically retrieved from the platform. 2. Each invoice received automatically creates a **Supplier invoice** record in Kafinea. The same mechanism applies to credit notes: a credit note received creates a **Supplier credit note** record. 3. The readable PDF (Factur-X) is attached to the record via the standard attachments mechanism. 4. The invoice’s structured data (lines, amounts, VAT) is read automatically, and the **supplier** as well as the **items** are matched as closely as possible to your existing records (see §2). 5. The **Electronic Invoicing** widget appears immediately on the record, with the *In progress* (orange) badge. > **Tip:** You do not need to do anything to trigger retrieval. If you want to force an immediate search for new invoices, click **"Search for new invoices"** in the widget: Kafinea queries the platform and indicates how many new invoices have been received. To check that a specific invoice has been received, you can also open a record for that supplier and click **"Sync with the platform"**. --- ## 2. Review and complete the received invoice When you open a supplier invoice received electronically, Kafinea provides a **review screen**: the **original PDF** is displayed side by side with the pre-filled invoice, for a quick visual check. ### Invoice values are protected The document’s **legally binding** values — quantities, unit prices, discounts, amounts, line descriptions, and **VAT rates** — are taken as-is and remain **read-only**: they faithfully reflect what the supplier issued. You therefore do not edit the invoice; you **complete** it (matching, management dimensions such as project, etc.). ### Assisted matching Kafinea automatically matches the invoice to your data, with a confidence level: - **Supplier** — identified from its legal identifiers (SIRET / SIREN, VAT no.). If it is not recognized, a **"supplier to match"** banner displays the details read from the document and offers a **"create supplier from document"** button (pre-filled). - **Items** — each line is matched to one of your items (by supplier reference, barcode, then description). When the match is certain, the item is linked automatically; otherwise, Kafinea **offers suggestions** that you confirm with one click. For a line with no match, a button lets you **create the item** from the document line. - **VAT** — if a rate shown on the invoice does not exist in your settings, the relevant line displays a **"VAT to validate"** badge with a link to the tax configuration screen. The rate read is **never** changed automatically. > **Tip:** A button lets you **rerun matching** (globally, on the supplier, or on a line) if you have since created the missing item or supplier. Your manual choices are kept: rerunning does not overwrite them; it only suggests. ### Finalize Once matching has been verified, the invoice is processed like a manually entered invoice (see **[Supplier invoices](https://www.kafinea.com/fr/documentation/achats/comment-enregistrer-une-facture-fournisseur/)**): 1. **Match it** to a purchase order or goods receipt note if needed. 2. **Validate** the invoice, then schedule and record the **payment**. 3. **Notify the platform** of progress via the widget’s **"Change status"** menu (see §3). > **Tip:** If the invoice was entered manually before it arrived electronically, keep the record automatically created by the platform and copy any specific information to it (matching to a purchase order, payment already entered, etc.), then delete the manual duplicate. The platform record is the reference used for status notifications sent to the supplier. --- ## 3. Notify the supplier via Kafinea The widget’s **"Change status"** menu lets you inform the supplier of processing progress. On the Purchasing side, the available actions are the same for **supplier invoices** and **supplier credit notes** (only actions consistent with the current state are offered): | Action | When to use it | | --- | --- | | **Mark as received** | You have received the invoice and are starting to process it. | | **Approve** | The invoice is fully approved. | | **Partially approve** | You approve the invoice but with a reservation (reason required). | | **Dispute** | You dispute all or part of the invoice (reason required). | | **Suspend** | You suspend processing while waiting for additional information (reason required). | | **Reject** | You reject the invoice (reason required). | | **Mark payment as sent** | You have made the payment. | Depending on the action chosen, a window requests additional information: - **Reason required** for *Reject*, *Suspend*, *Dispute* — Kafinea provides the list of reasons recognized by the platform. - A **free-form comment** is required if you choose the "Other" reason. - For *Mark payment as sent*, no amount needs to be entered: Kafinea displays an **automatically calculated summary** (by currency: payments to declare, breakdown by VAT rate, total); you just need to confirm. Only payments not yet declared are taken into account, with no risk of duplicates. > **Important:** No status is sent with silent default values. If required data (reason) is missing or invalid, the operation is blocked with a clear message. > **Tip:** Once the status has been sent, the widget badge updates automatically after a few seconds. The supplier is notified on your behalf by the platform, without you having to write to them. --- ## 4. Frequently asked questions **My supplier says they sent an invoice, but I do not see it in Kafinea. What should I do?** Open any record for that supplier (or one of their invoices already recorded) and click **"Sync with the platform"** in the widget. If the invoice still does not appear, check with your supplier that the **recipient SIREN** they entered matches your company’s SIREN in Kafinea: this is the identifier used for routing. **Can I continue to manually enter supplier invoices?** Yes. As long as not all your suppliers are connected to the platform, or for special cases (out-of-scope foreign invoices, for example), manual entry remains fully possible and will continue to exist. **What happens to supplier invoice OCR?** OCR remains useful for suppliers who do not yet issue electronic invoices. For invoices received via the platform, the data is already structured (Factur-X XML): Kafinea fills in the fields directly and OCR is not used. See [AI-assisted invoice OCR](https://www.kafinea.com/en/documentation/artificial-intelligence/ai-assisted-invoice-ocr/). **The same invoice arrived twice (manual + electronic). How do I merge them?** Keep the record created by the platform — it is the one that carries the identifier used for status notifications. Copy over the specific information you entered manually (matching, payments, etc.), then delete the manual duplicate. **Do I always have to click "Change status"?** No, it is not mandatory, but it is **strongly recommended**: it is what allows your supplier to know where processing stands on the Kafinea side. At a minimum, remember to set the invoice to *Approve* (or *Reject* / *Dispute* as applicable) and then to *Mark payment as sent* when you pay. --- ## Related references 🔗 - [Electronic invoicing — overview](https://www.kafinea.com/fr/documentation/finances/la-facturation-electronique/) - [Supplier invoices](https://www.kafinea.com/fr/documentation/achats/comment-enregistrer-une-facture-fournisseur/) - [Supplier Credits](https://www.kafinea.com/en/documentation/purchases/supplier-credits/) - [Suppliers](https://www.kafinea.com/en/documentation/purchases/suppliers/) - [Issue an electronic invoice (Sales)](https://www.kafinea.com/en/documentation/invoicing/issue-an-electronic-invoice/) - [Companies](https://www.kafinea.com/fr/documentation/parametrage/les-societes/)