# How purchase invoices work

Purchase invoices lists every expense of your workspace, the bills of your suppliers and your receipts, with what is paid and what is still due. A mark shows the ones without a PDF.

## What the list holds

Open “Finances” › “Purchase invoices” in the menu. The list holds every expense of your workspace: the invoices your suppliers send you, your receipts, and the drafts you have not saved yet.

To add one, click “Add new”:

- “Purchase invoice”: fill in one purchase invoice, or drop its PDF. See [Add a purchase invoice](https://www.skileo.com/help/en/add-a-purchase-invoice).
- “Bulk upload” or “Import”: add many at once. See [Upload many purchase invoices at once](https://www.skileo.com/help/en/upload-many-purchase-invoices).

## What you see in the list

Each line shows:

- “Number”: the supplier's logo or initials, the number and the category, then the supplier's name. Click the number to change the purchase invoice. Click the supplier's name to open the page of the purchase invoice.
- “Date”.
- “Total”: − for an expense, + for money that comes back to you, such as a credit note.
- “Supplier”.
- “Status”: with the date it was paid.
- “Open balance”: what is paid and what is still due.

You can also show the “Due” and “Payment” columns with the column button. Void purchase invoices are greyed out.

## The missing PDF mark

When a purchase invoice has no PDF from the supplier, a red mark shows on the supplier's logo, with the words “Supplier's PDF missing”. Click the upload button on the line to add the PDF. See [Upload many purchase invoices at once](https://www.skileo.com/help/en/upload-many-purchase-invoices).

When the PDF is there, the eye button opens it.

## Find a purchase invoice

The list shows this year's purchase invoices, the newest first.

- Click “Search” and type part of the number, the description or the internal note. The supplier's name is not searched: use the “Supplier” filter.
- Click “Show filters” to filter by “Reporting period”, “Supplier”, “Category”, “Payment method”, “Payment status” or “Amount”.
- Turn on “Drafts only”, “Recurring only” or “Only without attachments” to see only these.
- Click a column title to sort the list by it.

To download the listed purchase invoices as a CSV file, click “Export”. The file follows your filters.

## The page of a purchase invoice

Click the supplier's name on a line, or click the actions button (**⋮**) and choose “Preview”. The page shows the supplier's PDF, or a preview when there is none, its “Status” and its “Payments”. From there you can “Download” it, “Edit” it and record a payment.


## Common questions

### Why is the list empty?

It shows this year only. If you have older purchase invoices, click “Load past purchase invoices”, or change the “Reporting period”.

### What does the number next to “Purchase invoices” in the menu count?

The purchase invoices still to pay, drafts and void ones left out. Those whose category requires an attached document are not counted.

### Where are the totals of my expenses?

In the finances overview. See [How the finances overview works](https://www.skileo.com/help/en/finances-overview).

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https://www.skileo.com/help/en/purchase-invoices-overview · Updated: 2026-11-05