Supplier Invoices
Record supplier invoices, scan them from a PDF or photo, code each line to a budget category and mark deliveries as received
On this page
Supplier invoices are what turn your budget into real spend — every line you post lands on a budget line, and stock lines go straight into your stock.
Ordered it through TurfWise?
A delivered purchase order already records the spend and the stock. You don't need to enter its invoice — and if you do, attach it to the order so it isn't counted twice.
Premium
Invoices are part of the Premium Finance hub. TurfWise records the invoices you receive from suppliers; it doesn't send invoices to your members or customers.
Where do I find invoices?
Click Money in the top bar, then Buying & stock › Purchases. Invoices and purchase orders share one list. Use the buttons above it to show Waiting on you, All, Orders or Invoices.
Each row shows the date, supplier, what it was for, the reference and the amount. A stage track shows how far it has got: Ordered · Delivered · Invoiced · On budget. An invoice matched to its order sits on the same row as the order.
How do I log a new invoice?
Click Log an invoice at the top of the Purchases page, or + New Invoice on the Budget page. The form works down the page in three steps: Read, Check and Post.
Read: upload or type it in
Click Upload or photograph to let TurfWise read a PDF or photo of the invoice, or click Type it in instead to fill it in yourself.
Check the invoice details
Enter or check the Invoice number, Invoice date and Supplier. If the supplier isn't in the list yet, use the add button beside it to create them without leaving the page. If the supplier has orders, pick the right one under Our order to attach the invoice to it. Delivered orders are listed too. When a delivered order's spend is already on the budget, attaching adds no extra spend, and goods the order already brought into stock aren't added again. If the order is marked not on the budget yet (usually because its lines had no budget line), the invoice is what records the spend. TurfWise suggests the order it looks like (same supplier, matching order number or about the same amount) and asks before you save an invoice on its own when a delivered order is still waiting for its paperwork.
Check the lines
For each line, enter a Description, choose the Budget line, and fill in Quantity, Unit and Price each (£). The Net (£) works itself out. Use Add a line for more rows.
Check the totals
Tick Add VAT if the invoice includes VAT at your club's rate. Type the Invoice total (including VAT) as printed and TurfWise checks that the lines and VAT add up to it.
Post it
The panel at the side shows what the invoice does to each budget line it touches. When everything's in order, click the post button — it says exactly what it will do, for example Post £2,356.20 to Fuel. Anything still missing is listed under the button.
Save time
Don't type the invoice in. Click Upload or photograph, and TurfWise reads the supplier, invoice details, lines and totals for you and shows how sure it is. The file is attached to the invoice when you post it. See Log an invoice from a photo for the full walkthrough.
Always check a scanned invoice
Review every line before posting. If the supplier it read isn't in your supplier list, you'll be asked to pick or add it. If the lines and VAT don't add up to the printed total, check the VAT tick box and line values.
Price checks on each line
As you fill in a line, TurfWise compares the price with the last time this supplier charged you for the same thing. If it has moved, you'll see a note such as "Dearer than last time". Lines tied to a price-list product are also flagged if you've been charged above the list price.
Picking from the supplier's price list
If you've uploaded a price list for the supplier, each line offers Pick from the price list. Choose a Product category, Product and Price tier, and the description and price fill in for you. If a product isn't on the list yet, Add to price list adds it.
What the budget line does
The budget line you pick on each item decides where the spend appears on the Budget page. Choices are grouped into Operations and Overheads.
Some budget lines trigger extra behaviour:
- Stock lines — the line shows "Goes into stock as…", and the product is added to your stock when you post.
- Fertiliser lines — a Nutrient analysis (%) panel appears so you can record N, P, K and trace elements. You can add one to any other line with Add nutrient analysis.
- Machinery parts — you'll be asked to choose the Machine.
What do the invoice statuses mean?
- Pending — posted, goods not yet confirmed as delivered.
- Delivered — you've confirmed the delivery.
- Overdue — flagged as overdue.
- Draft — captured on the TurfWise mobile app and waiting for someone in the office to post it.
Confirming deliveries
Click Mark delivered on a pending invoice's row. To do several at once, tick the rows and use the bar that appears.
The green card at the top of Purchases also shows Confirm deliveries. If some of those invoices are over a month old, TurfWise offers to mark them all delivered in one go, after you confirm.
Made a mistake? A manager or admin can use Revert to pending on a delivered invoice's row, type a reason of at least 10 characters, then confirm.
Invoices for delivered orders confirm themselves
When you attach an invoice to an order that's already marked delivered, the invoice is saved as Delivered straight away. It never shows up under Confirm deliveries, because the order has already confirmed it. It stays delivered with its order, so it can't be reverted to pending on its own.
What about invoices captured on the phone?
Invoices photographed on the TurfWise mobile app arrive as Draft invoices and appear under Post drafts in the Purchases green card. A draft doesn't change your spend figures. (Photographing an invoice on the desktop is covered in Log an invoice from a photo.)
Open the draft
Click its reference in the Purchases list. A notice at the top reminds you it was captured on mobile.
Check every line
Confirm each line's amount and budget line. Lines the phone couldn't match to a budget line arrive without one.
Post it
Click the Post button to put the spend on the budget. Save draft keeps your edits without posting.
How do I edit or delete an invoice?
Open the invoice to reach the Edit invoice page. Change the details or lines and click Save changes — the lines are re-posted so the budget shows the corrected figures. You can attach scanned invoices, delivery notes and receipts here too.
To remove an invoice, click Delete on the edit page, or the delete button on its row in the Purchases list, and confirm.
Good habits
- Log invoices within a day or two of receiving them, not in a month-end rush.
- Use the invoice date printed on the document — spend lands in that month.
- Put every line on the right budget line rather than lumping everything into one.
- Attach invoices to their purchase orders. For an order still on order it clears the amount on order; for a delivered order it stops the spend being counted twice.