Once the invoice status is showing as Ready in the processed item folder after upload, it will move to the Inbox. You can then review the invoice and publish it to your integrated accounting software.
📌TIP: If you don't have any integration with accounting software, you’ll see the option to Approve instead of Publish. In this case, you can download the extracted invoice data instead of publishing it.
Before you publish an invoice, you first need to allocate a Supplier, Category, and VAT code to it. If not, you’ll get an error when trying to publish.
You can edit the categories and publish one or multiple invoices from the Inbox or from the invoice details view.
📌 TIP: To avoid errors during the sync process, select only the invoices that are ready for publishing.
From the Inbox
Single Invoices
Go to the Sales or Purchases inbox.
Locate the invoice and select the Supplier or Customer account, Category, and Tax codes directly from the list.
From the Actions button on the right, click Publish.
Multiple invoices
Go to the Sales or Purchases inbox.
Select the Supplier or Customer account, Category, and Tax codes for each invoice directly from the list.
Click the checkbox on the left to select multiple invoices.
Click Actions at the top and then Publish.
From the Invoice details view
You can access the invoice details from the Inbox or Activity tabs once it's ready after extraction.
Click the invoice number or file name to access its details.
Select the Supplier or Customer account, Category, and Tax codes.
Edit any other relevant fields.
Click Publish at the bottom.
Platform-Specific Notes
QuickBooks Online
To publish processed documents to QuickBooks Online:
Ensure each item is coded with the following:
Vendor (Supplier) account
Category (e.g., expense account)
Applicable tax code (e.g., GST code)
Open the item list, go to Actions, and select Publish to send them to QuickBooks Online.
Sage Accounting Start
Sage Accounting Start does not support publishing invoices in the same way as other Sage Accounting plans. To publish invoices:
Mark the invoices as paid.
Publish them as "Other Payments."
Set up a payment account for the company in the Integrate tab.
Once the payment account is configured, toggle "Mark as paid" for the invoices and publish them as payments.
Auto Publishing
If you set up default categories and activate auto-publish in your settings, you can automate the publication of your invoices. This will apply to any invoice once the status is ready after upload.
How long does publishing take?
Publishing times for invoices typically average between 5-10 minutes.
If the publication is successful, the integrated software name will appear under the Status column.
If it fails, a triangle error will show.
📌TIP: Check the publishing status guide for more information.
📎NOTE: If publishing is taking longer than 5-10 minutes, use our troubleshooting guide.