Purchase invoices: the bills you pay, not just the ones you send

Until now Erpilo kept only the selling half of your business. Your suppliers' bills, card receipts and the money staff spent out of their own pockets had nowhere to go, so the VAT you can claim back, what you owe and your real profit were all missing. They are not missing any more.

You find it all under the new Purchases menu.

Enter a bill

Purchases ▸ Add a new purchase invoice opens one form for every kind of bill - rent, software, advertising, fuel, goods.

Supplier - pick one of your partners, or choose New supplier at the bottom of the list and add them on the spot, with the business register lookup.
The supplier's invoice number, the invoice date and the due date. The due date follows the supplier's payment terms until you change it.
Lines - what was bought, an expense category ("Software Licenses", "Advertising and Marketing", "Office Expenses"...), the quantity, unit and unit price, and the VAT. The VAT amount is worked out for you, but you can correct it by the cent, because the supplier's rounding is what counts.
One VAT choice per line settles the rate, how much you claim back and reverse charge together: 24%, 24% car, partly for business (half claimed back), 24% services from abroad, reverse charge, 24%, not claimed back (entertaining, staff meals), Exempt and the rest of the Estonian VAT types. For a supplier abroad, Erpilo starts each line on services from abroad.
Any currency. A bill in dollars gets the ECB rate of its invoice date, which you can change while it is a draft.
Files - the supplier's PDF, or a photo of the receipt (PDF, JPG, PNG or HEIC, up to ten per bill). Only people in your company can open them.

If the same supplier already has a bill with that number, Erpilo warns you - and still lets you save, because only you can tell a duplicate from a supplier who reuses numbers.

Save draft keeps it to finish later. Book puts it in the books.

Got the bill as an e-invoice? Upload it

Upload e-invoice, on the purchase invoices list, takes the XML file your supplier sent - an Estonian e-invoice or a Peppol invoice - and fills in the whole draft for you: supplier, number, dates, currency, lines and VAT, with the file and any PDF inside it attached. Check it and book.

A supplier you already have is found by registry code or VAT number.
A new supplier is never added behind your back: the draft shows who it is, and Add as new supplier opens the form already filled in, bank account included.
Each line gets the expense category you used on that supplier's last bill. For a first-time supplier, you choose.
A file Erpilo cannot read is refused with a plain explanation, and nothing is saved.
A file you already have a bill for is refused too, with a link to that bill.

What booking does

When you click Book, Erpilo makes the accounting entry for you on the invoice date: the cost on its expense account, the VAT you may claim back on its own Input VAT account, and the total owed to the supplier. Half-reclaimable and non-reclaimable VAT, reverse charge and other currencies are all handled.

A booked bill is locked - and it is never deleted, because the Accounting Act asks you to keep it for seven years. You can still attach its file later if you booked it without one. Each bill also keeps everything Estonia's new VAT reporting will ask for per invoice.

Paying

Record payment on the bill - a date, an amount (part payments are fine) and the bank or cash account it left from. The bill moves to Partly paid, then Paid.
Paid by card already? Tick Already paid while entering it. Booking then records the payment as well, in one step.
Your payment account's page now shows money going out, each payment linking to its bill.
A payment entered by mistake can be removed; the books are corrected on that payment's own date.

Pay several bills with one bank file

Tick the bills on the purchase invoices list and click Create payment file. Erpilo makes one file for your internet bank with a transfer for each bill - to the supplier's bank account, with their invoice number and reference number - and you upload it at your bank. It does not mark anything as paid: record the payment once the bank has sent the money. Add the supplier's IBAN on their partner page and the bill's reference number on the bill.

Mistakes and corrections

Cancel bill - an unpaid booked bill can be cancelled. Its entry is reversed on the day you cancel it.
Create credit note - when the supplier sends a credit note, start it from the bill it corrects and enter what it says.
Every bill has a History card: who entered, booked, paid, cancelled or credited it, and when.

What you owe

Purchases ▸ Payables lists what you owe each supplier, by how overdue it is, per currency.
A supplier's partner page shows what you owe them, the overdue amount, and their latest bills and payments.
The dashboard now shows your Expenses and Profit, and warns you about supplier bills due within the next seven days or already overdue.

For your accountant

Export, on the purchase invoices list, gives your accountant a period's booked bills in one zip: a spreadsheet with every bill and its VAT, plus every attached file, named so they match the spreadsheet. You get an email when it is ready, and it waits for you under Exports for seven days.

Employee expense claims

When someone in your team pays for something out of their own pocket, Purchases ▸ Expense claims records it: the person, each receipt with its photo, its expense category and VAT. Booking puts it in the books as owed to that person, and Pay back records the money you return. A receipt without a document gets a warning, because a reimbursement without one is a taxable fringe benefit.

Good to know

Everyone in your company can enter and pay bills. Who may see what is the same as for sales invoices.
Not here yet: recurring bills such as rent, receiving e-invoices automatically from an operator, and the VAT return itself. Goods on a bill, purchase orders and receiving goods into stock have their own release note: Purchase orders, receiving goods, and what your stock really cost.