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Guide
Submit a bill
Send a bill or invoice to your finance team from your own menu, check what Zonitix read from it, and follow it until it is paid.
Before you start
- You need “Submit Invoice” in your left menu, under “MY WORK”. It is there when your company’s plan includes Finance and an administrator has given you the right to submit invoices. Not everyone has it from the start: if you cannot see it, ask your administrator or your finance team.
- The bill as a file on your computer: PDF, DOCX, PNG or JPG, up to 10 MB. A clear photo of a paper bill works.
- You do not need to know anything about accounting. You send the file; your finance team does the rest.
Send the bill
Step 1: Open Submit Invoice
Go to My WorkSubmit Invoice.
Step 2: Drop the file in
Drag the file onto the box that says “Drop invoices here, or click to browse”, or click the box and choose the file. You can add several files at once.
There is no send button. The file uploads and Zonitix reads it straight away; while it does, the card says “Uploading and reading the invoice…”
Step 3: Read the card
A card for your file appears under “Just uploaded”. It shows the “Vendor” (who the bill is from), the “Amount”, the “Invoice date” and the “Category” that Zonitix read from the file. Check them against the bill.
The card also says where the bill is now:
- “With finance”: it arrived, and finance will send it for approval. You have nothing more to do.
- “Held for review”, with the line “Held for a quick finance check”: something was hard to read, and the card lists what. Finance checks those details before the bill can be approved. You can help by fixing them yourself in the next step.
Step 4: Fix a detail, or tell finance what it is for
On the card, click “Fix details or add a PO / note” (on a bill that was not held, the button reads “Add a PO number or note”). The “INVOICE DETAILS” window opens.
Under “What we read”, correct the “Vendor”, “Amount”, “Currency”, “Invoice date” or “Category” if any is wrong. Under “For finance”, add a “PO number” if the purchase was made on a purchase order (a numbered order your company raised before buying), and say in “Note to finance” what the bill is for and which team or project it belongs to. Click “Save changes”.
Changing what was read sends the bill back to finance to confirm. Adding only a PO number or a note does not.
Follow it afterwards
Step 5: Look in My uploads
Lower on the same page, “My uploads” lists every bill you have sent, with its “Status”. Use the search box to find one by vendor, invoice or file name. Click a row to open its “History” and “Details”.
- “Held for review”: finance is checking the details.
- “With finance”: received; finance will send it for approval.
- “In approval”: waiting on an approver.
- “Approved”: approved and queued for payment.
- “Paid”: recorded as paid.
- “Rejected”: turned down. The row shows the reason. Correct the bill and it goes back to finance.
Step 6: Correct or remove a bill you sent
The buttons at the end of a row are “Open original” (your file, in a new tab), “Correct details / add PO or note” and “Remove this upload”. The last two are shown only while the bill can still be changed; once it has moved on they are gone, and you ask finance instead.
Removing asks “Remove this invoice?” and deletes the bill for good. It cannot be undone, so use it only for a file you sent by mistake.
What you should see
Your bill is listed under “My uploads” with a status, and the status changes as finance works on it.
When someone else approves the bill, rejects it or marks it paid, you get a notification in Zonitix, and an email if your company has email set up.
Zonitix does not send money. “Paid” means your finance team has recorded that the bill was paid.
If something goes wrong
- There is no “Submit Invoice” in my menu
- Either your company’s plan does not include Finance, or you have not been given the right to submit invoices. Ask your administrator.
- The box says “Uploading is restricted”
- You can open the page but may not upload. The box tells you what to ask for: “Ask an administrator for the Submit Invoice permission.”
- “Unsupported file type — use PDF, DOCX, PNG or JPG.”, “File is larger than 10 MB.” or “File is empty.”
- The file was not uploaded. Save or export the bill as one of those four types, under 10 MB, and drop it in again.
- A message that the file “was already uploaded” or that the invoice “has already been uploaded”
- The same file, or a bill with the same vendor and invoice number, is already in Zonitix, so nothing was added. The message says which earlier one it matched. Look for it in “My uploads”.
- The card shows an error, such as “Could not read this document.”
- Click the circular-arrow button on the card (its tooltip reads “Try again”). If it fails again, send a clearer copy, or pass the bill to your finance team another way.
- My bill says “Rejected”
- Open the row to read the reason. Click “Correct details / add PO or note”, fix what the reason names and save; the bill goes back to finance.
Still stuck? See When something goes wrong, or Contact Zonitix support.