Import a supplier Factur-X invoice
You can import an invoice received from a supplier by dropping it into Activiteez: the system creates a pending entry (expense) pre-filled with the attachment. For Factur-X invoices, main fields are read automatically from the file.
Prerequisite: permission to record accounting entries on the account (expenses / receipts).
Note — Sidebar drop is for supplier invoices or expense receipts. FEC or OFX files trigger other reconciliation wizards.
Procedure
- Log in to your Activiteez workspace.
- Drag and drop the file onto the left sidebar (navigation menu area).
- Depending on file type:
- Factur-X PDF: a summary appears (supplier, invoice number, date, amounts, lines). Confirm Import.
- Plain PDF (no Factur-X XML): complete description, amount, payment method, and note, then confirm.
- Open the pending entry created.
- Check supplier, date, amount, accounting nature, payment method, and label.
- Complete if needed (expense account, location, shop, etc.).
- Validate the entry when reconciliation is satisfactory.
The original PDF remains attached as proof.
Automatically read data (Factur-X)
| Information | Source |
|---|---|
| Supplier (name) | Issuer in XML |
| Invoice number | Document identifier |
| Date | Issue date |
| Total incl. VAT | Invoice total |
| VAT | Breakdown by rate when present |
| Label / lines | Line descriptions |
Factur-X extraction does not require the AI document analysis option. If the PDF contains Factur-X data, AI is not used for that file.
Accepted formats
Commonly accepted: PDF, images (JPEG, PNG), and other document types supported by file drop. Prefer Factur-X PDF as sent by your supplier (email, customer portal, PDP).
For plain PDFs without structured XML, the entry may be created with default values to complete manually; the AI option (if enabled) may help recognition, with lower reliability than compliant Factur-X.
Common issues
- File not recognized as Factur-X: complete the entry manually from the PDF.
- Inconsistent amount or VAT: verify after import, especially with multiple rates or credit notes.
- FEC / OFX dropped by mistake: use the appropriate reconciliation wizard, not this flow.
To issue Factur-X invoices: Send or download a Factur-X invoice. Overview: Will Activiteez be compatible with e-invoicing?.
