Incoming Invoices
Upload and manage supplier bills, receipts, and expenses with automatic VAT calculation and bank reconciliation.
Track supplier bills and receipts in one place
Incoming invoices let you store supplier bills, receipts, and other business expenses alongside the rest of your records. You can upload a PDF or image, fill in the invoice details, track whether it has been paid, and match it to a bank transaction when the payment appears.
NomadBill keeps the original file in secure storage, calculates VAT amounts automatically, and shows related information such as linked emails, custom fields, and matched bank payments on the invoice detail page.
Supported upload files include PDFs and image files. NomadBill stores each file in the incoming-invoices storage bucket using a per-user path pattern of userId/timestamp-filename.
Uploading receipts
Use the incoming invoices area when you want to add a supplier bill manually from a file.
Open incoming invoices
Go to the incoming invoices section in NomadBill and start a new upload.
This is the best option when you already have the receipt or supplier bill saved on your device.
Upload the file
Select a PDF or image file from your computer or phone.
NomadBill stores the uploaded file in secure storage and keeps a file path in the invoice record. When you open the file later, NomadBill generates a signed viewing link that stays valid for 60 seconds.
Enter the invoice details
Add the supplier, invoice, VAT, and payment information for the document.
After you save the invoice, you should see it in your incoming invoices list and be able to open its detail page.
Review the detail page
Open the saved invoice to verify the information.
The detail view includes separate cards for supplier details, invoice details, custom fields, linked emails, and bank payments.
Supplier and invoice details
Each incoming invoice stores both supplier information and invoice-specific information. Categories are free text, so you can use the naming structure that fits your bookkeeping workflow.
Supplier fields
Name of the supplier or merchant that issued the bill or receipt.
Postal address of the supplier.
Supplier VAT registration number, if available on the document.
Invoice fields
The supplier's own invoice or receipt number.
Date shown on the supplier invoice.
Payment due date for the invoice.
Date the invoice was paid. Bank reconciliation can update this when a payment is matched.
Free-text category for the expense. NomadBill does not enforce a predefined category list.
Internal notes about the receipt, supplier, or expense.
Currency used on the invoice. Supported values are EUR, USD, GBP, CHF, and AED.
EURUSDGBPCHFAEDCurrent payment state of the invoice. NomadBill supports unpaid and paid.
unpaidpaidAmount fields
Invoice amount before VAT.
VAT rate applied to the invoice amount.
Calculated VAT amount.
Gross invoice amount including VAT.
File and record metadata
Storage path of the uploaded receipt or invoice file.
Date the file was uploaded into NomadBill.
VAT and amount calculation
NomadBill recalculates invoice totals automatically so you do not need to update every amount field by hand. This reduces entry mistakes, especially when you only know the net amount and VAT rate or only have the gross total from a receipt.
If you change net_amount or vat_percentage, NomadBill recalculates both vat_amount and amount. The gross amount uses this formula: gross = net * (1 + pct / 100).
If you change amount, NomadBill recalculates net_amount and vat_amount based on the current VAT percentage. This helps when the receipt shows only the final total and VAT rate.
Check the recalculated values before saving when the receipt includes discounts, mixed VAT rates, or supplier formatting that does not separate net and VAT clearly.
Payment status and bank reconciliation
Payment status helps you track which supplier invoices are still open and which ones have already been paid. NomadBill uses two statuses: unpaid and paid.
If you connect bank sync, NomadBill can match outgoing bank transactions to incoming invoices automatically. The matching logic looks for:
- An outgoing transaction with an amount below zero
- The exact same amount
- The same currency
- A transaction date within 14 days of the invoice date
When NomadBill finds a match, it links the transaction to the incoming invoice and sets the payment status to paid. Linked bank payments appear in the bank payments card on the invoice detail page.
You can also manage the connection manually from the bank sync area. If you unlink a matched transaction, NomadBill changes the payment status back to unpaid.
For the full matching workflow, see Bank sync.
Email intelligence integration
NomadBill can also create an incoming invoice from email data. When email intelligence extracts receipt or supplier bill details from a message, createReceiptFromEmail can create the incoming invoice record for you.
This is useful when suppliers send invoices by email and you want to reduce manual entry. After creation, you can open the invoice detail page, review the extracted fields, add notes or categories, and confirm whether the payment has already been matched.
The detail page also includes a linked emails card, which helps you trace the invoice back to the original email context when needed.
For the email workflow, see Email intelligence.