Receiving Inbound Invoices: Peppol Inbox, Folder and Mailbox
GrandTotal writes invoices – but invoices come in, too. With inbound invoices, received documents land where you already work: in the overview, right next to your own invoices. They arrive automatically via Peppol, from a watched folder or from a mailbox. Conventional invoices as PDF, scan or photo are read by GrandTotal via document recognition – see the article scanning documents.
The Peppol Inbox Fetches Itself
If you send via Recommand or e-invoice.be, your access point also provides an inbox: suppliers can deliver electronic invoices to you via Peppol. As soon as at least one client is invoiced through one of the two plugins, GrandTotal polls that inbox automatically – when the app becomes active, at most every 15 minutes. There is nothing to set up and nothing to subscribe to.
Duplicates are ruled out: a document is created only once per supplier and invoice number, and never overwritten.
New documents appear in the overview under Inbound Invoices and Inbound Credit Notes. A status dot shows at a glance what is unread, open, overdue or paid; the context menu marks documents as read or paid.
A notification can inform you about incoming documents – switch it on or off in the settings under Notifications.
From a Folder and from a Mailbox
Not every e-invoice arrives via Peppol. Define a watched folder in the settings and GrandTotal takes in whatever lands there – an XRechnung or ZUGFeRD file a supplier has emailed you, for instance, once you have saved it to that folder.
With GrandTotal XL, a mailbox can be watched as well: GrandTotal watches an IMAP mailbox and takes in new invoices automatically – pushed within seconds.
Do you use InvoiceViewer?
If you currently manage received e-invoices in InvoiceViewer but would rather keep them together in GrandTotal: in InvoiceViewer, choose Export and pick a folder. Then drag that folder onto the GrandTotal icon – or bring it in via File → Import → Inbound Invoices…
Onward Processing
Via Send to, GrandTotal hands the documents on, including their tax breakdown – for example to Steuererklärung.app, which uses them to carry over the input tax for the advance VAT return. How electronic invoicing via Peppol works is covered in the article e-invoices in Belgium.
At a Glance
Automatic Peppol polling
Recommand and e-invoice.be are polled regularly – no setup required.
Everything in the overview
Inbound invoices and credit notes with status: unread, open, overdue, paid.
Folder and mailbox
A watched folder for e-invoices you file there; with GrandTotal XL an IMAP mailbox as well, pushed within seconds.
Paper documents via recognition
GrandTotal reads PDF, scan and photo right on the Mac – see scanning documents.
Handing on
Pass documents on including their tax breakdown via “Send to”, e. g. for the advance VAT return.