Purchase Invoices are supplier-facing invoices used to record what you owe to vendors, umbrella companies, or workers.
This article focuses on Type is Purchase Invoice in INVOICES within Pay & Bill, so you can see exactly what you can do at each stage of the workflow.
⚠ Important
Purchase Invoices only use three invoice statuses: Draft, Approved, and Cancelled. There is no Approved not Sent or Approved & Sent for this invoice type.
Available options depend on your user permissions and your organisation’s configuration. If you do not see an action listed here, or it is disabled, contact your Vincere administrator.
Purchase Invoices in Pay and Bill
Go to Pay & Bill, then click INVOICES.
In the Type column, look for rows where Type is Purchase Invoice.
Check the Invoice Status and Payment Status tags to see where each Purchase Invoice is in the process (for example Draft, Approved, Cancelled, Paid in full).
📌 Notes: Purchase Invoices are typically used to track costs you owe to suppliers or workers. They can be created automatically by your pay process (depending on your configuration) or manually using Quick Add, then click on Invoice.
Check and Edit Purchase Invoices by Status
Use this section to understand what each Purchase Invoice Status means and what you can generally do or edit in that status.
Purchase Invoice Status Overview
Status | What this means | What you can generally do |
Draft | New Purchase Invoice that has not been approved. | Fully review and edit line items, amounts, dates, and tax (if you have permission). Approve or cancel. |
Approved | Purchase Invoice has been approved for use in your pay/accounts process. | View details, adjust limited settings, and (if not yet paid in full) still cancel. May be added to consolidated invoices. |
Cancelled | Purchase Invoice has been cancelled and should no longer be used for pay. | View historical details. You can move it back to Draft if you need to re-use or correct it. |
Editing financial data (amounts, tax, line items) is normally allowed while the invoice is in Draft. Once a Purchase Invoice is Approved, editing may be restricted depending on your rules. When it is Paid in full, options are more limited again.
View Bulk Actions by Purchase Invoice Status
The Actions for X invoices panel (right-hand side) changes depending on the Invoice Status of the Purchase Invoices you select.
Bulk Actions When Purchase Invoices Are in Draft
When you select one or more Purchase Invoices with Invoice Status is Draft, you see:
Invoice selection
Deselect All
Range Selection
Bulk actions
Approve Invoices
Update invoice dates
Use this to approve multiple draft Purchase Invoices at once or update their dates.
Bulk Actions When Purchase Invoices Are in Approved
When you select Purchase Invoices with Invoice Status is Approved, you see:
Invoice selection
Deselect All
Range Selection
Invoice actions
Create New Consolidated Invoice
Add To Existing Consolidated Invoice
Bulk actions
Mark as "Paid in full"
Update invoice dates
Use these options to:
Create or add to consolidated Purchase Invoices,
Mark invoices as Paid in full, or
Bulk update invoice dates.
Bulk Actions When Purchase Invoices Are in Cancelled
When you select Purchase Invoices with Invoice Status is Cancelled, you see:
Invoice selection
Deselect All
Range Selection
Bulk actions
Update invoice dates
Cancelled invoices are generally read-only; you can only update dates in bulk.
Create Purchase Invoices
Purchase Invoices can be created automatically by your pay process (depending on how your system is configured) or manually using Quick Add Invoice.
Automatic Purchase Invoices
Your organisation may create Purchase Invoices automatically as part of your pay process (for example, when approved timesheets or vendor bills reach a certain stage).
Because this is configurable, check with your Vincere administrator if you are not sure when Purchase Invoices are created automatically in your account.
Manually create a Purchase Invoice (Quick Add)
From the top bar, click + (Quick Add), then select Invoice.
In Invoice type, choose Purchase Invoices.
Under Create this invoice for, select Contact or Candidate (based on what you’re invoicing).
Complete the required fields (you’ll see * next to required items), such as:
Candidate, Related job, and Related placement (when creating for a candidate).
Company and Billing contact (your supplier/vendor details).
Currency.
Description, Quantity, and Rate (the cost you’re recording).
Profit split (optional — only if your process uses split accounting).
Click Save or Save & View.
The Purchase Invoice is created in Draft status and appears in Pay & Bill → Invoices with Type is Purchase Invoice.
Adjust Purchase Invoices (When Editing Is Allowed)
Use this section when you need to adjust items, amounts, or tax on a Purchase Invoice.
Go to Pay & Bill → INVOICES.
Filter the Type column to Purchase Invoice.
Find the invoice you want to change and check its Invoice Status.
Editing is usually allowed in Draft.
When the invoice is Approved, editing may be limited.
When an Approved invoice is Paid in full, only a few options remain (see below).
Click the invoice row to open it.
Actions and Editing on Draft Purchase Invoices
For Draft Purchase Invoices, the Actions menu shows:
Change Brand | Template
Profit split
Approve
Cancel Invoice
In this status, you can:
Edit Description, Quantity, Rate, Discount %, Account, Tax %, and Pay Code
Change invoice dates and reference information
Approve the invoice when ready, or cancel it if it should not be used.
Actions and Editing on Approved Purchase Invoices
For Approved Purchase Invoices (where Payment Status is not yet Paid in full), the Actions menu shows:
Change Brand | Template
Profit split
Cancel Invoice
You can still:
Adjust branding and template,
Manage profit splits, and
Cancel the invoice if needed.
Editing of financial line items may be restricted depending on your configuration.
Actions on Approved Purchase Invoices with Payment Status is Paid in full
When an Approved Purchase Invoice is Paid in full, the Actions menu is reduced to:
Profit split
At this point:
Financial values are locked.
Branding cannot be changed.
The invoice cannot be cancelled.
If you need to correct a fully paid purchase invoice, follow your internal finance process (for example, creating adjustment entries) rather than editing the original invoice.
Actions on Cancelled Purchase Invoices
When a Purchase Invoice has Invoice Status is Cancelled, the Actions menu on the invoice shows:
Move back to Draft
You can move the invoice back to Draft if it was cancelled by mistake or needs to be reused, then edit and approve it again.
Move Purchase Invoices Through the Workflow
This section summarises how Purchase Invoices move between statuses and which single-invoice actions control that movement.
Typical Status Flow
Step | From status | To status | Action (single invoice view) |
1 | Draft | Approved | Click Approve from Actions. |
2 | Draft | Cancelled | Click Cancel Invoice from Actions. |
3 | Approved | Cancelled | Click Cancel Invoice from Actions (while not Paid in full). |
4 | Cancelled | Draft | Click Move back to Draft from Actions. |
Bulk status changes are handled from the Actions for X invoices panel:
Approve multiple Draft purchase invoices with Approve Invoices,
Mark Approved invoices as Paid in full with Mark as "Paid in full", and
Update dates via Update invoice dates.
Use Stats with Purchase Invoices
Use Stats on the Invoices page to review totals and summary information for a filtered set of Purchase Invoices.
📌 Stats are only available for some combinations of Invoice Type and Invoice Status. For best results, filter to Type is Purchase Invoice and a single status (for example, Approved) before you click Stats. If you just filter for the Type but not the Invoice status, even if they're the same status, the Stats will be unclickable.
Go to Pay & Bill → INVOICES.
Filter Type to Purchase Invoice.
Filter Invoice Status to one status, such as Approved.
Apply any other filters you need (for example Invoice Period, Week Ending, Company, or Currency).
Click Stats on the top right of the Invoices page.
If the combination is supported, the Invoice Statistics window opens showing totals for that filtered set. If you see a note saying statistics are only available for some combinations of type and status, adjust your filters (same type, same status) and try again.
Run Consolidation for Purchase Invoices
You can consolidate eligible Approved Purchase Invoices into consolidated Purchase Invoices.
⚠ Important: When you confirm Run consolidation or create consolidated invoices from the actions panel, the outcome cannot be undone. Make sure your filters are correct before you proceed. And this action can't be procced if the Payment status is Pay in full.
Prepare Purchase Invoices for Consolidation
Go to Pay & Bill → INVOICES.
Filter Type to Purchase Invoice and Invoice Status to Approved.
Apply additional filters (such as Company, Currency, Invoice Period) to limit the list to invoices that should be consolidated together.
Confirm that the invoices meet your consolidation rules, for example:
They use the same currency,
They are not already in a Consolidated Invoice, and
They match the consolidation criteria configured on the company’s billing address.
Consolidate Purchase Invoices
You can consolidate from either the bulk actions panel or via Run consolidation:
From the Actions Panel
Select the Approved Purchase Invoices you want to consolidate.
In the Actions for X invoices panel, use:
Create New Consolidated Invoice to create a new consolidated purchase invoice, or
Add To Existing Consolidated Invoice to add them to an existing one.
Using Run Consolidation
With filters set to the invoices you want to include, click Run consolidation on the top right of the Invoices page.
In the Run Invoice 1 Click Consolidation window, choose the Invoice Period and review the Notes about which invoices qualify (status, currency, existing consolidation, and maximum invoice items).
Click Confirm to run consolidation, or Cancel if you need to change the filters.
After consolidation, use the Type and Consolidated Invoice columns to locate and review your consolidated Purchase Invoices.