The receipt inbox is the central intake and review point for newly uploaded receipts. Receipts are first collected here and can be reviewed before being transferred to the system. A receipt is only added to receipt management after it has been actively accepted by an administrator.
The receipt inbox makes the receipt process more structured, transparent, and controllable.
Access & Availability
Find the menu item under Receipts > Receipt Inbox.
Note: The receipt inbox is only available to controllers and administrators. Only administrators can accept, reject, or edit receipts.
Receipt Inbox Table
Administrators can upload and process incoming receipts in the table. Controllers can view uploaded receipts.
The following functions are available:
Full-text search: Search across all visible columns
Filters: Use Add filter to filter by any field (e.g., creator, status). The table updates immediately.
Personalize table: Show/hide columns and arrange via drag & drop – using the gear icon or directly in the table.
Sorting: Click the arrow next to a column header to sort ascending or descending.
Favorites: Save filter combinations for frequently used views.
The Receipt Number and Status columns are always shown and cannot be hidden.
Note: To edit an already accepted receipt, click on the receipt number.
Uploading Receipts
Click Upload receipts to open a window where you can upload files – including XInvoices. After uploading, the receipt appears as a new entry in the receipt inbox and can be reviewed, edited, accepted, or rejected.
Note: Receipts can also be assigned to employees for a date that falls within an approved period.
Reviewing Receipts
Click the green checkmark on the left side of the receipt row to open a detail view with the associated file. This lets you verify that the receipt is valid and complete before accepting it.
All fields except creator and receipt file can be edited in the detail view.
Note: Detailed explanations of the fields in the detail view can be found in the My Receipts article.
Accepting a Receipt
When you save the detail view after reviewing, the receipt receives the status “Accepted” and is transferred to the system as a regular receipt.
Note: A receipt number is only assigned after acceptance.
After acceptance:
the receipt appears under My Receipts if assigned to an employee
it is included in all relevant receipt reports
all standard receipt functions are available (project assignment, employee assignment, editing receipt files)
Rejecting a Receipt
If a receipt is invalid or irrelevant, close the detail view via the X or Cancel, then click the red X in the receipt column. A window opens where you can optionally add a note.
After rejection, a trash icon replaces the previous symbols. Use this icon to permanently delete the receipt from the system.
Note: Once a receipt has been accepted or rejected, the name of the administrator who performed the action appears in the Processor column.
Receipts Without Employee Assignment
If assigning a receipt to an employee is not appropriate, receipts can also be created without an employee assignment. This option is available when accepting a receipt in the inbox as well as in receipt reports (Projects, Suppliers, Employees).
Note: Receipts without employee assignment are listed in reports and billing as without employee and are separately visible there. The project selection shows all projects with a bookable status whose duration includes the receipt date.