This page explains how Kafinea automatically receives invoices (and credit memos) that your suppliers issue through the partner platform, and how you can then process them.
Note: For the legal framework, the timeline, the " Invoicing " widget, and the consolidated business status, see the reference page invoicing .
Starting September 1, 2026, all businesses must be able to receive invoices electronically. Kafinea natively supports this requirement without any action on your part: no manual data entry is required for suppliers connected to the platform.
1. How invoices are received #
- New invoices issued by your suppliers are automatically retrieved from the platform.
- Every invoice automatically creates a " Supplier Invoice " record in Kafinea. The same process applies to credit memos: a received credit memo creates a " Supplier Credit Memo" record.
- The readable PDF (Factur-X) is attached to the record the standard attachment mechanism.
- The Invoicing widget appears immediately on the record, with the "Pending " badge (orange).
Tip: You don’t need to do anything to trigger the import. If you want to verify that a invoice has been received, open any record that supplier and click “Synchronize with the platform” in the widget.
2. What to do at check-in #
An invoice electronically is processed in the same way as a manually invoice . For detailed instructions, see Supplier Invoices. In summary:
- Check the invoice details invoice amounts, line items, VAT, due date).
- If necessary, match it with a purchase order or a receiving report.
- Approve the invoice, then schedule and record the payment.
- Notify the platform of the progress using the "Edit Status" button in the widget (see Section 3).
Tip: If the invoice entered manually before it was received electronically, keep the record created automatically by the platform and update it with any specific information (matching to a purchase order, payment already entered, etc.), then delete the manual duplicate. The record generated by the platform serves as the reference for status notifications sent to the supplier.
3. Notify the supplier via Kafinea #
The "Change Status" button in the widget allows you to notify the supplier of the progress of the processing. On the Purchasing side, the available actions are the same for both supplier invoices and supplier credit memos:
| Action | When to use it |
|---|---|
| Getting Started | You have received the invoice are beginning to process it. |
| Approved | The invoice approved in full. |
| Partially approved | You approve the invoice with a reservation (reason required). |
| Disputed | You are disputing all or part of the invoice reason required). |
| Suspended | You are suspending treatment pending further information (reason required). |
| Rejected | You are rejecting the invoice reason required). |
| Payment issued | You have completed the payment (amount and currency as requested). |
Depending on the action selected, a window will prompt you for additional information:
- Required reason for " Rejected," " Suspended," " Disputed," or " Partially Approved " — Kafinea provides a list of reasons recognized by the platform.
- A comment is required if you select the "Other" option.
- Amount and currency for issued payments — pre-filled from the invoice, editable.
Important: No status is sent with silent default values. If any required data (reason, amount, currency) is missing or invalid, the transaction is blocked and a clear message is displayed.
Tip: Once the status has been sent, the widget badge will update automatically after a few seconds. The platform will notify the vendor on your behalf, so you don't have to contact them directly.
4. Frequently Asked Questions #
My supplier says they sent an invoice, but I don't see it in Kafinea. What should I do?
Open any record this supplier (or one of their invoices that has already been saved) and click “Synchronize with the platform” in the widget. If the invoice still invoice , check with your supplier to make sure that the recipient’s SIREN number they entered matches your company’s SIREN number in Kafinea: this identifier is used for routing.
Can I continue to enter supplier invoices manually?
Yes. As long as not all of your suppliers are connected to the platform, or in special cases (such as foreign invoices that fall outside the scope), manual entry remains fully possible and will continue to be available.
What’s happening with supplier invoice OCR?
OCR remains useful for suppliers who do not yet issue electronic invoices. For invoices received through the platform, the data is already structured (XML Factur-X): Kafinea fills in the fields directly, and OCR is not required. See AI-powered invoice OCR.
invoice the same invoice twice (paper and electronic). How do I merge them?
Keep the record created by the platform—it contains the ID used for status notifications. Enter the specific information you had entered manually (reconciliations, payments, etc.) into that record, then delete the manual duplicate.
Do I always have to click "Edit Status"?
No, it’s not required, but it’s strongly recommended: this is what lets your supplier know the status of their invoice Kafinea invoice . At the very least, be sure to mark the invoice Approved (or Rejected/Disputed, as applicable) and then as Payment Issued when you make the payment.