# Add a purchase invoice

In Purchase invoices, click Add new, then Purchase invoice. Drop the supplier's PDF to fill in the form, choose a category and a payment method, then click Create purchase invoice.

## Add the purchase invoice

1. Open “Finances” › “Purchase invoices” in the menu.
2. Click “Add new” and choose “Purchase invoice”.
3. Fill in the sections below. Fields with a star are required.
4. Click “Create purchase invoice”.

The purchase invoice shows in the list. You can also start from the finances overview: click “Add new” and choose “Add purchase invoice”.

## “The invoice file”

Drop the supplier's PDF in the box, or click “Browse files”. One PDF, up to 5 MB.

While “Fill in the form from the PDF” is on, Skileo reads the PDF and fills in the document number, the date, the supplier, the currency and the lines. Check what it read. The category and the payment are not filled in.

- To put back what you had typed before, turn off “Use what was read from the PDF”.
- If Skileo can't read the PDF, it keeps the file and you fill in the form yourself.
- When the supplier is not in your contacts yet, Skileo adds it, with the details it finds from its VAT number.

## “The expense”

- “Category”: what the money was spent on. You set the categories in “Settings”, “Payment categories”.
- “Document number”: the number on the supplier's invoice.
- “Currency” and “Document date”.

## “The supplier”

Choose the “Supplier” in the list. To add a new contact, click the plus button next to the list.

For an expense without an invoice, such as a small receipt, choose the contact "Purchase without invoice", which Skileo keeps for this. You can't change or delete it.

## “Items”

Add one line for each thing you paid for: “Item description”, “Unit price”, “Qty” and “VAT (%)”. Click “Add more” to add a line. The totals show under the lines.

## “Payment”

Choose the “Payment method”. For a bank payment, choose the “Bank account”: Skileo fills in the “Bank payment details”.

This says how the purchase invoice is paid. It doesn't record a payment: the purchase invoice stays unpaid until you record one. See [Record a payment on a purchase invoice](https://www.skileo.com/help/en/pay-a-purchase-invoice).

## “Repeat”

For a bill that comes back, such as rent or a subscription. See [Make an expense or an income repeat](https://www.skileo.com/help/en/repeat-an-expense).

## “More options”

Click “More options” to add:

- “Internal note”: a note for your team.
- “Team expense” or “Employee expense”: the team or the employee the expense is for.
- “Additional documents”: other files, such as a delivery note. Images or PDFs, up to 5 MB each. Choose a document type for each file.


## Common questions

### Can I change a purchase invoice later?

Yes, even after it is paid. Click its number in the list, make your changes and click “Save changes”.

### What happens if I leave the form before saving?

Skileo asks you first. If you leave, what you typed is lost.

### Why is the plus button missing next to the supplier?

Adding a contact needs a permission. See [Who can see and change finances and invoices](https://www.skileo.com/help/en/who-can-see-finances).

### I have many purchase invoices to add. Is there a faster way?

Yes. Upload all their PDFs at once, or import them from a CSV file. See [Upload many purchase invoices at once](https://www.skileo.com/help/en/upload-many-purchase-invoices).

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https://www.skileo.com/help/en/add-a-purchase-invoice · Updated: 2026-11-05