Supplier statements

A supplier statement is the supplier’s own record of your account: every invoice, payment and credit note they show, and what they say you owe. It is the only document that can show what is missing from your books, such as a credit note you never received or a payment the supplier never applied.

Statements lists each statement Invogi has read. A statement that reads cleanly and adds up needs nothing from you. Only the ones Invogi can’t read cleanly wait under Needs review.

Bring statements in

Most suppliers email a statement every month, usually as a PDF.

Forward them automatically. In Integrations → Email, copy the Supplier statements address. In your accounts payable mailbox, add a rule that forwards messages whose subject contains “statement” to it. Gmail asks you to confirm the new forwarding address; the code appears on the same page.
Or upload one. On Statements, click Upload a statement. PDF, CSV, Excel (.xlsx), PNG, JPEG and TIFF files are read.

The same file sent twice is one statement.

What Invogi checks

Whose statement it is. It works this out from the sender’s address, a supplier contact’s email, the tax ID printed on the statement, or the supplier’s name. A statement you forward by hand comes from you, not the supplier, so your own addresses are never used to decide. An email’s sender can be faked, so when the sender points to one supplier but the statement itself names another, Invogi asks you instead of guessing.
That it adds up. The opening balance plus every line must equal the closing balance, and each running balance must follow from the line before. A statement that adds up was read completely. A list of open items with no running balance must add up to its printed total (“Total”, “Amount due”).
Spreadsheet columns. Invogi recognizes common headings (Date, Reference, Debit, Credit, Balance) and remembers each supplier’s layout once a statement from them adds up.

Amounts follow one rule: positive amounts add to what you owe (invoices), and negative ones reduce it (payments, credit notes). A closing balance below zero is in your favour: the supplier holds your money.

Review a statement

Open a statement under Needs review to see why it is waiting:

Whose statement is this? Search for the supplier and choose it. Tick the box to send that sender’s future statements to the same supplier.
Which column is which? Choose the date and amount columns. Invogi remembers them for that supplier.
The lines do not add up. Compare the balances with the original (open it from the page) and correct them. If the supplier’s own statement doesn’t add up, click Accept as sent.

Compare it with your books

Once a statement adds up, Invogi matches each line with your invoices, payments and ledger credits for that supplier, and marks it:

Matched: in your books, same amount.
Amount differs: in your books, for a different amount.
Not in your books: an invoice or credit note you don’t have.
Recent: dated within a few days of the statement, so it may still be on its way.

Control exceptions appear on the statement and in the Review queue:

Balance in your favour. The supplier holds your money. This is a recovery: open a case, and the claim quotes the statement. Credit notes missing from your books are listed with it, not counted again. Money Invogi already tracks for that supplier (an open recovery, an unused credit in your ledger) is taken off, so only the rest is raised; the statement shows which part is which. Only the supplier’s latest statement sets the balance.
Credit note not in your books. Ask the supplier for it, or claim it.
Payment the supplier doesn’t show. A payment you made that is not on their statement; it may sit unapplied on their side.
Invoice not in your books and amount differs are for information: check them, but they are not money owed to you.

A newer statement showing the same thing replaces the older review item, so nothing is counted twice. If you correct a statement’s lines, Invogi checks it again; an exception the corrected statement no longer shows is closed. Discarding a statement, or sending it back to review, withdraws what it raised, unless someone already reviewed it or opened a case.

Coverage

Statements → Coverage lists the suppliers you bought from in the last year, most spend first, with each one’s latest statement. A supplier is covered when it sent a statement dated in the last 90 days. The headline is the share of your spend that is covered: a statement can only show a missing credit for a supplier who sends one. Each supplier’s page shows its latest statements too.

Ask suppliers for statements

Not every supplier sends a statement. Under Statements → Requests, Invogi lists suppliers you bought from in the last year with no statement in 90 days. Those with an open recovery or an unused credit come first: their statement settles it.

Choose suppliers and click Prepare requests. Each letter is addressed to the supplier’s main contact (or another contact with an email address, if the main one has none) and asks for the statement to be emailed to your statements address by a reply-by date.
Send them from your own email. Open each one in your email, or download them all as a CSV for a mail merge in Outlook or Gmail. A request from your own address gets answered; Invogi doesn’t send them for you.
Mark them as sent. When the supplier’s statement arrives, its request closes by itself. If it hasn’t arrived by the reply-by date, you’re told. Send a reminder prepares a follow-up; once you’ve sent it, click Reminder sent and the reply-by date moves on two weeks.

Admins can change the wording under Settings → Recovery letters: add a letter with the purpose Statement request.