When money leaves a connected bank or payment account and Billfetch can’t find a document for it, the payment is listed in This month under Missing document (“A payment without its invoice”). Each one says No invoice for this payment.
Select Add invoice on the row to open the task. It gives you every way to resolve it on one screen.
If the invoice is already in Billfetch
Under Possible invoice, Billfetch lists documents that look like this payment.
- Find the right one and select This invoice, match.
- Optionally tick Also create a rule for similar payments from this match so future payments like this are matched automatically.
If the payment was actually money moving between two of your own accounts, it may be listed as a Transfer counterpart. Select It’s a transfer, and both movements are left out of your income and expenses.
If you have the invoice somewhere else
Under Or add the invoice, select Add document and upload the PDF or photo. Once you’ve reviewed and approved it, Billfetch matches it with this payment automatically.
You can also send the invoice to your forwarding address or the Telegram bot. It ends up in the same place.
If there will be no invoice
Some payments never come with an invoice, such as bank fees, card subscriptions with no receipt or small cash costs. Under If there will be no invoice, choose one of the following:
Record as an expense without invoice
- Select Record as an expense without invoice.
- Choose a Category and, if it applies, a Tax label.
- Leave Create a rule for similar payments ticked if this payment repeats. Billfetch then classifies other payments with the same description in the same way, including ones waiting now.
- Select Save.
The payment becomes a business expense with the bank transaction as its evidence.
It’s a personal payment
If you paid for something personal from a business account, select It’s a personal payment and confirm. The payment is left out of the business records and reports. This month shows how many payments were excluded as personal in the period.
Changed your mind?
Straight after any of these actions, select Undo. You can also undo an expense without invoice later: open the record under Records and choose Undo classification, and the payment goes back to the missing list. A rule you created stays in place. You can manage it under Settings › Automation rules.
Not ready to decide?
Select Later to leave it open, or Next task → to move on. Anything still open when you close the month goes into the accountant package as the missing list, so your accountant can see it.
Tip: The opposite problem — an invoice with no payment in the bank — appears under Payments and sales. If you paid it with a personal card, choose Paid outside the company account.