Upload supplier PDF receipts for your accountant

A supplier's PDF often preserves small print and multiple pages better than a screenshot. When the receipt arrives by email or appears in a supplier billing area, save that source file first. Then upload it to the customer receipt library with its purchase date and a description that supplies the business context.

A PDF is a document format, not a guarantee of completeness. Check that you saved the actual invoice or receipt rather than a link, an order confirmation without final amounts, or a browser page that requires another person's login. Your accountant needs a readable source, not access to your supplier password.

Save the file from the right place

On a computer, download the attachment or use the supplier's invoice-download option. On a phone, save it to an accessible Files or document-provider location, then select it through the file picker. Confirm the filename and page count before choosing it for upload.

A recurring software vendor might provide both a payment email and an invoice PDF. The email proves that a notification was sent; the PDF may contain the purchase details and tax information needed for review. Preserve the actual supplier document instead of photographing the notification on the screen.

Check the document's contents

• Open the PDF and confirm it renders.
• Read the supplier, purchaser, date, and transaction reference.
• Check every page, especially totals and attachments.
• Confirm the amount and currency are visible.
• Identify whether it is an invoice, receipt, statement, or credit document.

If the document is password-protected or does not open in the normal viewer, obtain a usable source copy through the supplier's process. Do not assume an uploaded filename means the accountant can read the contents. A downloaded original should be independently understandable.

Upload with the purchase date

Select the file, enter the date shown by the purchase evidence, and add a short description. A saved billing invoice from last December should not take today's date just because you downloaded it now. Purchase-year retrieval depends on that field.

Wait for successful storage, then open the saved PDF. Just Invoice's current file limit is 10 MiB per document; a large supplier statement may need a more suitable source file. Do not cut out required pages simply to make a file smaller. If the source exceeds the supported workflow, agree on an alternative with the accountant.

Avoid creating ambiguous duplicate copies

You may receive the same PDF through email and a supplier portal. Uploading both does not establish two purchases. Compare references and document dates before treating copies as distinct evidence. If a supplier issues a corrected version, explain the relationship so the accountant knows which source to examine.

The duplicate-document guide covers that review. The annual ZIP guide explains how originals and the index are handed off together.