{"id":444583,"date":"2026-06-28T23:17:49","date_gmt":"2026-06-28T21:17:49","guid":{"rendered":"https:\/\/www.kafinea.com\/documentation\/uncategorized\/receiving-an-electronic-invoice\/"},"modified":"2026-06-28T23:17:49","modified_gmt":"2026-06-28T21:17:49","password":"","slug":"receiving-an-electronic-invoice","status":"publish","type":"docs","link":"https:\/\/www.kafinea.com\/en\/help\/purchases\/receiving-an-electronic-invoice\/","title":{"rendered":"Receiving an Electronic Invoice"},"content":{"rendered":"
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\ud83d\udccd Where to find this module?<\/strong>
Main Menu > Purchases<\/em><\/p>\n<\/blockquote>\n

This page explains how Kafinea automatically receives<\/strong> the invoices (and credit notes) that your suppliers issue via the partner platform, and how you then process them.<\/p>\n

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Note:<\/strong> For the legal framework, the schedule, the “Electronic invoicing” widget, and the consolidated business status, see the reference page Electronic invoicing<\/a><\/strong>.<\/p>\n<\/blockquote>\n

From September 1, 2026<\/strong>, 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. <\/p>\n

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1. How invoices arrive<\/h2>\n
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  1. New invoices issued by your suppliers are automatically retrieved from the platform.<\/li>\n
  2. Each invoice received automatically creates a Supplier invoice<\/strong> record in Kafinea. The same mechanism applies to credit notes: a credit note received creates a Supplier credit note<\/strong> record. <\/li>\n
  3. The readable PDF (Factur-X) is attached to the record via the standard attachments mechanism.<\/li>\n
  4. The invoice\u2019s structured data (lines, amounts, VAT) is read automatically, and the supplier<\/strong> as well as the items<\/strong> are matched as closely as possible to your existing records (see \u00a72).<\/li>\n
  5. The Electronic Invoicing<\/strong> widget appears immediately on the record, with the In progress<\/em> (orange) badge.<\/li>\n<\/ol>\n
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    Tip:<\/strong> 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”<\/strong> 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”<\/strong>. <\/p>\n<\/blockquote>\n

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    2. Review and complete the received invoice<\/h2>\n

    When you open a supplier invoice received electronically, Kafinea provides a review screen<\/strong>: the original PDF<\/strong> is displayed side by side with the pre-filled invoice, for a quick visual check.<\/p>\n

    Invoice values are protected<\/h3>\n

    The document\u2019s legally binding<\/strong> values \u2014 quantities, unit prices, discounts, amounts, line descriptions, and VAT rates<\/strong> \u2014 are taken as-is and remain read-only<\/strong>: they faithfully reflect what the supplier issued. You therefore do not edit the invoice; you complete<\/strong> it (matching, management dimensions such as project, etc.). <\/p>\n

    Assisted matching<\/h3>\n

    Kafinea automatically matches the invoice to your data, with a confidence level:<\/p>\n