Add invoices and credit notes manually

In short

Billabex lets you add invoices and credit notes that do not come from a connector. You can upload several PDF, PNG, JPEG, or WEBP files, then review each document separately. Attach it to an existing account or create one, complete the requested fields, and check dates and amounts before confirming.

Expected result

Each invoice or credit note appears in the corresponding list with the Manual channel and the correct customer account.

Before you start

• Prepare readable PDF, PNG, JPEG, or WEBP files.
• Make sure document numbers, dates, currencies, and amounts are available.
• Search for the customer account first to avoid a duplicate.

Procedure

1. Open Invoices then Add an invoice, or Credit notes then Add a credit note.
2. Drop one or more supported files.
3. For each document, select the existing customer account. If none matches, enter its name to create one and choose its currency.
4. For an invoice, enter its number, issue and due dates, total amount and, when relevant, paid amount and PO number.
5. For a credit note, enter its number, issue date, total amount and, when relevant, amount already refunded.
6. Check the preview and fields, then add the document. In a batch, continue with the next document.

What Billabex does

Each file becomes an independent manual document. A manual document can be attached to a synchronized account without changing that account’s source. The form data still needs your review: uploading a file does not replace checking its dates and amounts.

If the result is not what you expected

• Convert a rejected file type to PDF, PNG, JPEG, or WEBP.
• If the account already exists, return to its selection instead of creating another one.
• An entry discarded before confirmation is not saved.
• For Pennylane or Zoho Books data, prefer correcting the document in the connector.