Incoming invoices¶

Incoming invoices are the invoices you receive from suppliers, for business purchases, or for other expenses. Use this module to keep your expense invoices organised, track payment status, and link them to transactions.

Creating an incoming invoice¶

The recommended way to create incoming invoices is through the invoices to be processed workflow, which uses AI to automatically extract invoice details from uploaded documents.

You can also receive incoming invoices automatically via the PEPPOL network. When a supplier sends an invoice through PEPPOL, it is created in Gem Logic automatically with all details and the original PDF attached.

Detail page¶

The detail page is split into two sections:

Left side — an editable form with:

Invoice date, book date (the date recorded in your accounting), and due date
Company (the supplier), with a quick-add button to create a new contact
Invoice number
Amount (excl. tax), VAT, and currency — the total is calculated automatically
Structured communication (Belgian payment reference)
Payment status and business entity

Right side:

Attached files — each document is shown as an embedded PDF viewer. You can open, print, or delete individual files, and upload additional documents at any time.
Transactions — a table of linked transactions showing the transaction ID, bank account, date, and amount. You can create a new transaction directly from here.
Activity log — a timeline of all actions performed on the invoice.

Payment status¶

Each incoming invoice has one of three statuses:

Paid (green)
Not paid (red)
Refused (yellow)

The status can be changed from both the list view and the detail page using the dropdown button. If an invoice has a due date that has passed and is not yet paid, a late payment warning is shown in the list view.

EPC QR code¶

For invoices in SEPA countries, a Pay now button is available on unpaid invoices. This opens a modal with:

An editable form pre-filled with the supplier’s bank details (name, IBAN, BIC), the invoice amount, and the structured communication.
A live QR code that updates as you edit the fields. This QR code follows the EPC/SEPA Credit Transfer standard and can be scanned with your banking app to initiate the payment.
A Confirm payment button that marks the invoice as paid.

UBL export¶

Every incoming invoice is automatically stored in the UBL XML format. You can download the UBL file from the detail page using the UBL format button.

For bulk exports, use the ZIP export feature from the list view to download all invoices for a date range as a ZIP archive, in either PDF or UBL format.

Filtering¶

The incoming invoices list can be filtered by:

Book date range
Company (supplier)
Invoice number
Payment status
Total amount range
Flagged
Business (when you have multiple business entities)
Color

Quick date filter badges are shown below the search bar when a date range is active. Invoices can also be exported as CSV or downloaded as a ZIP archive.