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Raise an invoice

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This guide will explain how to raise an invoice with SmartPay, how to create batch invoices, and track what you have been paid.

Raise an invoice  

Raise multiple invoices (batch invoicing)

Summary

 

Raising an invoice in SmartPay

  1. Make sure you are logged in
  2. Navigate to the SmartPay area using the navigation bar on the left
  3. Go to Ready to invoice, view invoices by supplier or click a supplier name for individual entries
  4. Create or Upload Invoice click the central document to generate or upload an invoice (Note: Uploaded invoices wont be paid via SmartPay.)
  5. Edit the invoice details, you can see the draft invoice and adjust charges, the invoice date, reference number and line item details
  6. Choose an action
    1. Save as Draft: Save your invoice to be edited later
    2. Create: Send the invoice now through SmartPay
    3. Create and email: Send a copy using your own email

After submission

You have 24 hours to edit the invoice (Unless you archive the invoice)

You can find your created invoices under Awaiting Payment with the status of Pending Approval

SmartPay payments are processed every day and marked as Paid automatically

For payments made outside of SmartPay, you will need to manually select Mark as Paid

 

 

Batch Invoicing with SmartPay

Quickly raise multiple invoices at once using the Ready to Invoice tab.

How to Batch Invoice

  1. Go to Ready to Invoice

  2. View grouped invoices or select individual suppliers

  3. Tick the checkbox at the top of the list

  4. Click Batch Invoice

  5. Review invoices alongside Order Details and PODs

  6. Add customer reference numbers and edit items as needed

Submit Options

  • Save as Draft: Make changes later

  • Create: Send via SmartPay

  • Create and Email: Send a copy to your customer

After Submission

  • You have 24 hours to edit invoices (unless archived)

  • Find them under Awaiting Payment with status Pending Approval

  • SmartPay payments are auto-processed daily and marked Paid

  • For off-platform payments, manually select Mark as Paid

Summary

Upload PODs and invoice immediately after completing a booking. Edits are allowed for 24 hours, after that, use a supplementary invoice or credit note. SmartPay tracks payment status so you always know when you've been paid.

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