Invoicing

Enter supplier invoices so spend is tracked accurately against your budget

4 min read·Updated February 2026·👥 Management

The Invoices page is where you record supplier invoices. Every invoice you enter here feeds directly into your budget categories on the Finance overview. If invoices aren't entered, your budget tracking will understate your actual spend.

Invoice list with supplier names, amounts, and status

This article refers to a live TurfWise screen. Media is omitted here so the written steps stay current across releases.

Invoice list showing supplier, amount, date, and line item details

What this page does

The Invoices page shows all invoices you've recorded, with supplier name, invoice number, date, total amount, and line item details. You can search, filter, and sort the list. From here, you can create new invoices, view existing ones, edit them, and delete them.

Each invoice has one or more line items, and each line item is mapped to a budget category. This mapping is what makes the invoice spend appear in the correct place on the Finance overview.

When would you use this?

A supplier invoice arrives and you need to record it
You're checking whether a specific invoice has been entered
You need to edit an invoice because the amount or category was wrong
Month-end and you need to confirm all expected invoices are in the system
You want to see total spend with a particular supplier

How to create an invoice

Open the new invoice page

Go to /finance/invoices/new, or click the add button on the Invoices list page.

Fill in the header details

Enter the supplier name, invoice number, and invoice date. The invoice number should be unique -- if you enter one that already exists, you'll create a duplicate.

Add line items

For each line item, enter the description, quantity, unit price, and select the correct budget category. If the item is a stock product, you can flag it as a stock item so it links to inventory.

Check totals and save

Review the total amount and VAT (if applicable). Make sure the line items add up correctly, then save.

Line items drive everything

The budget category you select on each line item determines where the spend appears in Finance. If you map all lines to one category "for speed", your budget breakdown will be meaningless.

What happens when you save an invoice?

Once saved, the invoice's line item amounts appear in the Finance overview under the budget categories you selected. The spend is recorded against the invoice date, not the date you entered it.

If you edit the invoice later (change amounts or categories), the Finance overview updates to reflect the changes.

What to check before saving

Before you hit save, run through this quick checklist:

Supplier name is correct and matches previous invoices from the same supplier
Invoice number is unique (not a duplicate of an existing entry)
Invoice date is the date on the invoice, not today's date
Each line item has the correct budget category selected
VAT amount is correct, if your setup uses VAT
Total amount matches the actual invoice

Common problems and fixes

Invoice doesn't show in Finance -- check the line item category mappings. If no category is selected on a line item, the spend won't appear in the budget view.
Duplicate invoice -- if you accidentally entered the same invoice twice with slightly different references, delete the duplicate. Check by searching for the supplier name.
Total looks wrong -- check whether the quantity and unit price on each line item are correct. A unit price of 100 with quantity 10 gives 1,000, not 100.
Can't edit an invoice -- go to /finance/invoices/[id]/edit to make changes.
Spend shows in wrong month -- the month is determined by the invoice date. If the invoice date is wrong, edit it.

Invoice accuracy drives reporting

If invoice amounts or categories are wrong, your entire budget view, forecast, and committee reports will be wrong too. It's worth taking an extra minute to check each entry.

Good habits that prevent issues later

Enter invoices within a day or two of receiving them. Batching them at month-end leads to errors and missing entries.
Use the exact supplier name as it appears on the invoice. If "Smith Turf Supplies" becomes "Smith's Turf" and "Smith Turf" in different entries, supplier reporting becomes unreliable.
Always map line items to specific categories, not a catch-all.
Check the Finance overview after entering a batch of invoices to confirm the numbers look right.
Keep invoice numbers exactly as they appear on the supplier's document.

Where does this data go?

Invoice data is the primary input for the Finance overview. Each line item's category mapping determines which budget category the spend falls into. Invoice totals also appear in supplier spend views, forecast calculations, and committee reports.