Guides
Everything you need to use Invoice & Expenses on your own.
Topics: Getting started · Scanning · Swiss QR-bills · Excel and Word imports · Suppliers · VAT · Reimbursements · Dashboards and reports · Accountant packs · Secure sharing · Customisation · Ask Innovaforte · Security
Getting startedFrom first upload to accountant exportThe complete path in six steps. Staff complete steps 1–3; an organisation administrator completes the rest.Show
- Upload & Scan: photograph a receipt or choose a PDF/JPG/PNG invoice.
- Wait for reading to finish, then open the document from Documents & Expenses.
- Check supplier, dates, net, VAT and gross. Fix anything marked Missing or Uncertain — check.
- An administrator approves the document. Approved records are locked.
- Accountant Pack: choose the reporting period, preview and generate the ZIP.
- Accountants & Sharing: share that pack with your accountant (expiry or one-time access).
Getting startedWho can do whatEach organisation is separate. Your role decides what you see.Show
- Organisation administrator: everything, including approvals, customisation, packs and sharing.
- Staff: upload, import and edit drafts; cannot approve, share packs or change accounting configuration.
- Accountant: reviews packs shared with them, asks clarification questions and adds flags or notes only.
ScanningScanning receipts and PDF invoicesUploads are read automatically and always need a human review.Show
- Open Upload & Scan. On a phone, tap the camera option to photograph a receipt.
- Keep the whole receipt in frame, flat and well lit.
- Pages of one invoice can be grouped; never group separate invoices.
- Open the new document and review every highlighted field.
- Supported: PDF, JPG, PNG and DOCX. HEIC photos can fail — export them as JPG.
- Identical files are flagged as possible duplicates using a fingerprint.
Swiss QR-billsSwiss QR-billsIn a document's Payment Details, scan the QR code to fill IBAN, reference, amount and creditor.Show
- A QR-IBAN is the payee's account, not proof of payment.
- Scanning never marks an invoice as paid.
- QR values are protected: re-reading the document will not overwrite them.
- If the QR amount or currency differs from the invoice total, the document is flagged for review.
Excel and Word importsImporting Excel, CSV and Word filesImport many expenses from a spreadsheet as draft records that still need review.Show
- Open Import spreadsheet and choose an XLSX or CSV file.
- Map each column (date, supplier, amounts, currency…). Unmapped columns are ignored.
- Review the proposed rows and duplicates, then commit. Rows become needs-review drafts.
- Rollback removes only drafts nobody has edited since import.
- Formulas and macros are never executed.
- Save old XLS/DOC files as XLSX/DOCX first.
- A Word file with one invoice belongs in Upload & Scan, not Import.
SuppliersSuppliers and matchingDocuments are matched to suppliers by name, aliases, VAT number, IBAN and address.Show
- A match is a suggestion — confirm it on the document.
- Supplier defaults (category, cost centre, project, VAT treatment) fill only empty fields.
VATVAT: net, gross and recoverable input taxNet is before VAT, gross includes VAT. Net + VAT should equal gross.Show
- Input VAT is VAT you paid on purchases. Whether it can be reclaimed is recorded per document, never assumed.
- Recoverable % covers mixed private/business use (e.g. 50).
- VAT treatment (standard, reduced, exempt, reverse charge…) is recorded, not decided, by the app — confirm with your accountant.
- Line totals may differ from the document total by up to five cents before a warning appears.
ReimbursementsPersonally paid expenses and reimbursementsMark expenses paid with personal money so they can be reimbursed.Show
- On the document, open Method, source and reimbursement.
- Set Reimbursement required and the reimbursable amount.
- Track the status: pending, approved, paid or rejected.
- Outstanding reimbursements appear on the dashboard per currency.
- Ask Innovaforte can explain totals but cannot mark anything paid.
Dashboards and reportsDashboardTotals for the selected period, always separated by currency.Show
- Approved amounts and drafts are shown separately.
- Accounting date is used when set, otherwise the document date.
- Use Customise view for a personal layout saved in this browser.
Dashboards and reportsReports and exchange ratesDownload CSV, XLSX or PDF reports grouped by currency.Show
- Archived and rejected records are excluded.
- Conversion to your base currency uses only rates recorded on documents; missing rates are listed, never guessed.
- Official Swiss National Bank rates are monthly (average or month-end) and applied only when you click to apply them.
Accountant packsGenerating an accountant packA private ZIP with reports and every original source file for a period.Show
- Choose the period and filters.
- Preview the included records; drafts are clearly marked as provisional.
- Generate. Each generation is a new immutable version; you can compare versions.
- Generating does not send anything. Share it in Accountants & Sharing.
- Only administrators can generate packs.
Secure sharingInviting accountants and sharing packsInvite your accountant, then share specific packs with them.Show
- Accountants & Sharing → invite by email. They must sign in with that verified email to accept.
- Share a pack with an expiry date, or as one-time access.
- Check Access history to see every download.
- Revoke at any time; further downloads are refused.
- Sharing one pack never grants access to other packs or live figures.
- Already downloaded copies cannot be recalled.
- Invitation emails are not sent yet — send the invitation link yourself.
Secure sharingFor accountants: reviewing a shared packYour Accountant workspace lists only packs actively shared with you.Show
- Accept the invitation by signing in with the invited email.
- Open the shared pack and download it.
- Ask a clarification question on a document; the client replies in the same thread.
- Mark the question resolved when answered.
- You can add review flags and notes; you cannot change amounts or approvals.
CustomisationCustomising your workspaceAdministrators adapt categories, custom fields, dropdowns, suggestions, layouts and pack branding.Show
- Industry templates suggest a starting configuration; they are not accounting advice.
- Renaming a category or field keeps all linked records and export history.
- Configuration can be exported and imported between organisations.
Ask InnovaforteAsk Innovaforte assistantA read-only assistant that explains the app and answers questions about your authorised figures.Show
- It cannot approve, edit, delete, share or pay anything.
- Accountants get help and shared-pack status only, never live organisation figures.
- Conversations last only for this page session; reloading clears them.
- Limits: 20 questions per hour, 60 per day.
- AI can make mistakes — check figures and tax treatment with your accountant.
SecurityPrivacy and securityEvery organisation's data is isolated and files are stored privately.Show
- Downloads use short-lived links.
- Approved records are locked against changes.
- Support: info@innovaforte.com.