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Purchases

Purchase registration software for supplier invoices

Purchase registration in Invoice Office means never retyping a supplier invoice. Drag the document in, import a UBL XML file, assign the cost to a project, and let your stock levels update off the same purchase lines.

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The Invoice Office purchases list showing each purchase invoice with its supplier, invoice number, date, reference, subtotal, VAT and total

Everything on the purchase

Get the paperwork in, then let it work

A purchase is admin nobody enjoys. Capture it in the fastest way available, and the same record feeds your project costs, your stock levels and your VAT return.

  • Register a supplier invoice

    Connect the supplier and set everything the document needs — their invoice number, your reference, the key dates and the payment itself. Handed a till receipt instead? That is receipt registration, and it works the same way.

  • Drag and drop, or import UBL

    Drag the supplier invoice straight onto the create page, or pull it in from a connected Google Drive, Dropbox or OneDrive. Drop a single UBL .xml on the same zone and it is imported as a purchase rather than attached as a file. Cloud storage and UBL import are Pro license features.

  • UBL XML processing

    Upload a UBL file in XML format and the supplier details, invoice number, VAT rates and amounts are read and processed automatically — no retyping. UBL import is part of the Pro license.

  • Project cost integration

    Assign a purchase to a project and the cost lands against that project, feeding your project dashboards and reports. The field appears once you have projects to assign to.

  • Purchase lines

    Add as many rows as the document needs: set the Cost Category on each line, pull products from the product module or type a description, and set quantity, price and VAT. Add notes too.

  • Product stock integration

    Finalise a purchase and stock positions update from the products on its lines and the quantity you registered. Stock movement on documents you save yourself is part of the Pro license.

Purchase details

A complete, auditable record

A purchase is only useful if it is complete. Connect the supplier, record their invoice number and the dates that matter, and shape the purchase lines around the fields you actually use — those lines are what move your stock levels. A till receipt goes in the same way; see receipt registration.

Explore every feature

  • Supplier insight while you type

    Pick the supplier and the sidebar shows what you already owe them: the outstanding balance across open bills, how many are open, and the most recent ones — so you register the new bill knowing where the account stands.

  • A warning before you pay twice

    Enter a supplier invoice number that supplier has already billed you under and an inline warning appears on the spot. It does not block you — sometimes a number really is reused — but the classic double payment stops being something you find months later.

  • Key dates

    Invoice date, due date and payment date on every purchase — the three dates that tell you what is owed, what is late and what is settled.

  • Choose your purchase line columns

    Display Columns turns purchase line fields on and off — and renames their titles — so a line matches how you register a bill. Cost Category is the exception: it leads every purchase line as a fixed first column with its own searchable picker.

How it works

From a supplier invoice to booked cost

  1. Step 1Capture the purchase

    Drag and drop the invoice or receipt onto the create page, pull it from Google Drive or Dropbox, or upload a UBL XML file and let the supplier, amounts and tax rates fill themselves in.

  2. Step 2Complete the lines

    Add the purchase lines with their Cost Category, products, quantity, price and VAT, and assign the purchase to the project it belongs to.

  3. Step 3Register the payment

    Record the payment and the method used. Finalise the purchase and your stock positions and project cost data update off the same record, so your reports stay current.

Purchase questions, answered

How do I register a purchase invoice or receipt?
Create a purchase, connect the supplier, and set the purchase information: the supplier’s invoice number and your own reference, and the key dates — invoice date, due date and paid on. You can register the payment and the payment method on the same purchase.
Can I drag and drop a purchase invoice?
Yes. For quick registration, drag the purchase invoice or receipt directly onto the purchase create page, then rotate or zoom the document while you read the figures off it. You can also pull it from a connected Google Drive, Dropbox or OneDrive instead of downloading it first — those connectors are part of the Pro license.
What is UBL XML processing?
UBL is a standard XML format for electronic invoices. Upload a supplier’s UBL file and Invoice Office reads it automatically — the supplier’s details, their invoice number, VAT rates and amounts are imported and processed, so you are not retyping a document you already received electronically. UBL import requires a Pro license.
Can I assign a purchase to a project?
Yes. A purchase carries a Project field, so the cost is booked against the project it belongs to and shows up in your project dashboards and reports. The field only appears once you have at least one project set up.
Do purchases update my stock levels?
Yes, when you finalise it. Stock positions are updated from the products on the purchase lines and the quantity you registered, so buying stock in keeps your inventory accurate without a second entry — that part is a Pro license feature. A purchase order does not do this at all: it is a promise to a supplier, and only the purchase represents goods arriving.
What stops me paying the same supplier invoice twice?
When you enter a supplier invoice number that supplier has already billed you under, an inline warning appears as you type. It is a warning rather than a block, because a supplier occasionally does reuse a number — but the duplicate is caught while you are registering it rather than after it has been paid.
Can I turn a purchase into a recurring one?
Yes. A purchase can be duplicated into a new purchase, into a recurring purchase, or into a purchase credit note — so a supplier bill that turns out to arrive every month does not have to be rebuilt from scratch.
Can I change which columns appear on a purchase line?
Yes. Display Columns turns purchase line columns on and off and can rename their titles. Cost Category is the exception: it is a fixed first column on every purchase line, so it is always there, with its own searchable picker.

More answers in our FAQ and help center.

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