Documents
Manage submitted documents
Submit purchase invoices and purchase credit notes and track their processing.
Updated on August 28, 2026
This page collects purchase invoices and purchase credit notes that still need to be reviewed and registered. Documents can arrive through Peppol, email or upload. Everything belongs to the active administration; you need access to that administration and an active Billnado licence.
Submit documents
Use the correct area for each document. Your choice determines whether Billnado prepares the file as a purchase invoice or purchase credit note.
- Drag one or more files to Purchase invoices or Purchase credit memos.
- Select Upload document to choose files on your device.
- Select the displayed email address to open a new message in your email application. Invoices and credit notes each have a separate mailbox address; send the document to the address for the correct type.
- Documents received through Peppol appear in the same overview automatically.
You can submit PDF, XML/UBL and common image files. An image is converted to PDF for processing. Each file may be no larger than 5 MB. An unsupported or oversized file is rejected before upload. When you select several files, each is uploaded separately, so the remaining files can succeed when one is rejected.
Track processing
| Column | Meaning |
|---|---|
| File name | The name under which the submitted file is retained. Search uses this name. |
| Type | Purchase invoice or Purchase credit note, based on the upload area, mailbox or received data. |
| Source | Manual for an upload, Email for the document mailbox or Peppol for electronic receipt. |
| Date | Date and time Billnado received the document. |
| Expires on | When an unregistered document will be removed automatically. Submitted documents are kept for three months. |
| Status | The progress of extracting the document data. |
The statuses mean:
- On hold: the document is waiting to be processed;
- Processing: Billnado is reading the document;
- Selected: the extracted data is available for review;
- Failed: automatic extraction did not succeed. Open the document to enter the data manually or rescan it.
Documents that expire first are shown first by default. Sort by File name, Date or Expires on, and use search to find a file. Quantity shows how many documents match the current search.
Important: register or download a document before Expires on. Billnado automatically removes the submitted document after that time.
Document actions
- View opens the detail page where you review and correct the extracted data and register it as a purchase invoice or purchase credit note.
- Open document displays the PDF. A UBL without an embedded PDF has no preview; use Download to retrieve the original XML file.
- Download saves the file retained by Billnado to your device. A submitted image has already been converted to PDF; PDF and XML/UBL retain their file format.
- Delete opens a double confirmation and permanently removes the submitted document. No purchase document is created.
An empty list means that no submitted documents match the current search.
Troubleshooting
Why does a file sent by email not appear?
Check that you used the separate mailbox for the correct document type and that the message contains a supported file. Wait for processing to start, then refresh the overview.
Why can I not open an XML file?
The preview uses the PDF embedded in the UBL. If the supplier only provided XML, download the original file and review the extracted information on the detail page.
Can I correct the wrong document type?
Yes. Open View and change the document to an invoice or credit note before registering it permanently.