Record and verify a vendor bill

Quick summary: Keep the supplier’s identity and reference, check the supporting receipt, then confirm the bill.

Before you start

Apps

Your Odoo address

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Odoo base address

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• Accounting

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Open vendor bills in Odoo

Your Odoo address

Enter the base address of your Odoo instance. It will be stored only in this browser.

Odoo base address

The documentation does not receive your address, username, or password.

Forget addressCancelSave

Prepare the source document

Use the bill created from a purchase order when purchasing is managed in Odoo. Otherwise create a draft manually, or upload a supported invoice document from the vendor-bill list. Automatic extraction may require a configured digitization service; review every extracted value.

Before posting, search by supplier and Bill Reference to check whether the invoice was already entered or imported. Uploading the same document is not a safe way to update a bill.

Check and confirm

1. Open the draft or click New. Choose the actual Vendor and copy the supplier’s Bill Reference and Bill Date.
2. Check company, currency, Accounting Date, payment terms, and supplier bank details. Follow your organization’s verification process for changed bank accounts.
3. Compare invoice lines against the purchase order, actual receipt, and supplier document. Check quantities, prices, taxes, and any delivery charges.
4. Set the approved expense or asset account and analytic distribution where required. Attach the source document.
5. Resolve differences with the buyer or supplier before clicking Confirm. Do not alter receipt quantities simply to make the bill match.
6. Check the posted amount and due date. Prepare payment through the payment workflow and reconcile the executed bank transaction.

Exceptions

A purchase order may not yet be billable when its billing policy depends on received quantities. Check the receipt rather than creating a duplicate standalone bill.

For a company invoice paid privately by an employee, keep the supplier and use employee reimbursement. For an invoice error, follow the approved credit-note or correction process; do not conceal a duplicate by marking it paid.

See Odoo 19 — Vendor bills.

For freight or customs that must increase the value of received goods, follow landed costs. Posting the supplier bill alone does not allocate those charges to receipts.