Receive invoices in B2Brouter

With B2Brouter you can manage invoices from all your suppliers thanks to the use of different reception methods. To manage supplier invoices, you have to access the Expenses section through the main menu and then Invoices received through the options on the top left.

• You will find the list of received invoices.
• The received invoices that have not been managed have the number marked in bold.
• To the right of the number, you can see the status of the invoices.
• By opening the invoice you can manage status.

There are several ways to manage received invoices:

Importing received invoices.

You can upload to B2Brouter the received invoices that you have in your system. To do this, once you are in the received invoices page:

• Click on the arrow next to New invoice and then Import.
• On the next page, click on the Add file option.
• Find the file in your system and select it.
• Finally, use the Import option.

If the file is correct, it is uploaded and the received invoice is created in your list of received invoices, where you can manage it.

You can import the invoice file in different formats:

PDF

This is an unstructured electronic format. This means that the interpretation of data is not 100% accurate. If you import an invoice in PDF format, the system may not interpret all the information in the file, and for this reason B2Brouter allows you to add it manually. When you import an invoice in PDF format:

• On the left side of the screen you will find the PDF of the invoice you have imported.
• On the right, you find the invoice in the B2Brouter format, with the data interpreted by the system.
• In the upper part you will find the invoice menu with the different options.

When there is some data that the system does not interpret, a question mark + the name of the data appears in the display on the right. For example: ? Due date:

• Click on it to add the data manually.
• The form appears allowing you to add the selected data and to add or modify other data.
• On the left side of the screen, the PDF of the invoice continues to be displayed so that you can consult the information.
• When you have added the data, save the changes used with the Save option.

Another way to add the information manually is to use the Modify option at the top of the invoice. On the other hand, you can also use the Recognize Text option to have the system re-recognize the information contained in the PDF of the imported invoice.

XML format of type Facturae or UBL

Facturae and UBL formats are structured formats. This means that the system can interpret 100% of the information in the imported file. Once you import the invoice, it is uploaded and stored in the list of received invoices. If you open it, it contains all the information and there is no need to add any other data manually.

The import of incoming invoices is available with the Basic plan

Manual creation of incoming invoices

You can also create an incoming invoice manually, just as you do with outgoing invoices. To do so, from the Invoices received space you must use the green colored New option and then Invoice.

Invoice exchange between B2Brouter users

You can receive invoices from other users who also work in B2Brouter. It is very simple: as both companies are in B2Brouter, the connection is made automatically. Your supplier only has to create and send the invoice from B2Brouter and it arrives to your received invoices space. The same happens if you send the invoice.

The exchange of invoices between B2Brouter users is available with the Basic Plan.

Receiving invoices via e-mail

You can receive invoices through e-mail. To proceed, your supplier must send you an email with the invoice attached to your B2Brouter email address. As a consequence, the invoice attached to the email is uploaded and stored in your received invoices space.

In the same way as with the import, the invoice formats accepted by B2Brouter via email are PDF, UBL and Facturae. In case you receive invoices in PDF format, you may have to add the data manually.

Activate the reception of invoices by e-mail.

This is a reception method that needs to be activated. To do so, access the Account settings via the gear icon:

• Access Connections on the left side menu.
• Click on the Email option.
• Go to the Reception section and activate the Activate reception button.
• Save the changes with the Save button to start receiving invoices in your B2Brouter account via email.

This action activates a dedicated email address for your suppliers to send you invoices in PDF format. The address is in a blue box and consists of your company’s VAT number (company’s_VAT_number@b2brouter.net).

This is a feature available in the Professional Plan if you wish to receive one invoice via email, or in the Business Plan if you wish to receive multiple invoices via email.

Receiving invoices through open networks.

You can receive invoices through open networks such as Peppol or FACeB2B:

Peppol

It is an international electronic document exchange network that allows you to send and receive invoices and other documents such as orders or delivery notes.

To be able to receive invoices through this network you have to have the Business Plan from B2Brouter and enable the connection to Peppol in our portal. You find your Peppol identifier by accessing the gear at the top, then Company settings. On the next page access the Connections section and finally Peppol.

When you are doing the configuration, check the option Enable receipt of documents via Peppol and save the changes.

Once you have done that, you can receive invoices in your B2Brouter account via Peppol. You only have to tell your supplier your Peppol identifier so that he can include it in the invoices he sends you.

FACeB2B

This is a Spanish network for the exchange of electronic invoices. Right now, only state contractors and subcontractors are required to manage invoices through this General Entry Point.

To be able to receive invoices in B2Brouter through FACeB2B, you must first perform the following steps:

DIRe processing

All the companies that wish to receive invoices through FACeB2B2B must process their DIRe, an identifier that allows the reception of the invoice. From this page, you can register your company’s DIRE.

Registration in FACeB2B2B

In order to receive invoices through the FACeB2B2B General Entry Point, you must register your company in its portal.

Here you can register in FACeB2B2B.

Once you have registered in FACeB2B2B, when you are in your profile, you have to select B2Brouter as your e-invoice provider. In addition, you must contract the Business Plan, which is the one that allows you to receive invoices through FACeB2B2B.