Purchase Invoices in TimeFlow

Record supplier bills (accounts payable) — with or without a linked purchase order — then approve, mark paid, or allocate bank payments against them.

Updated 5 November 2026 · Accounting & VAT

On this page

Before you start

You need accounting permission. This is a Beta feature.

Left sidebar → Accounts Manager, then Purchase Invoices (Beta), or go directly to /dashboard/accounting/purchase-invoices.

Click Add Purchase Invoice and fill in:

Invoice number* — shown as a placeholder (e.g. PI-00001) but you must actually type a value; it isn't auto-filled the way a purchase order's number is. Also optional internal reference, invoice date, tax date, and optional due/received dates.
Optionally select a Purchase Order — this can prefill line items and supplier details, though you can still adjust them. Choosing a supplier from Inventory suppliers prefills name/address/tax number; with no PO/supplier, "None (Manual Entry)" lets you type the Supplier Name* directly.
An Expense Category dropdown (default "None (Uncategorized)") that classifies the invoice for income statement reporting.

Invoice Items — description, unit price, quantity, tax category, tax rate, and a per-line tax-claimable flag. Click + Add Item to commit the line into a running table below with calculated Net/Tax/Gross per line and Total Net/Tax/Gross Amount underneath (the same pattern as Purchase Orders) — filling in the entry fields alone doesn't add it to the invoice.
Toggle invoice-level Tax Claimable.
Optionally attach the supplier's invoice document (PDF/image) and notes.

Click Create Purchase Invoice to save it as Draft, payment status Unpaid.

Approve it from the list (check icon) or detail page — a confirmation dialog moves it straight to Approved (Draft and Pending can both be approved this way; approving also removes the Delete action).
Mark as Paid once you've paid it (confirms against the full gross total).
Edit or Delete from the detail page while still Draft (delete returns you to the list).
Capture Payments: allocate a bank debit transaction to an unpaid/partially paid purchase invoice from Accounting → Capture Payments, keeping amount paid and payment status in sync.

Filter by search text, status, supplier, invoice date range, and sort (date, amount, recently created).

Workflow statuses: Draft → Pending → Approved → Paid (or Cancelled), shown separately from payment status (Unpaid/Partial/Paid).
Linking a purchase order speeds up entry when procurement went through one, but it's entirely optional.

Do I need a purchase order to record a supplier bill?

No. Linking a PO speeds up entry, but you can choose None (Manual Entry) and type the supplier details directly.