Invoice Intake Overview
The Invoice Intake page gives Emburse AP users a place to upload, review, and track invoices.
The exact tabs, statuses, and available actions shown on this page can vary by role and product configuration.
In a typical Emburse AP workflow, invoices enter intake first. From there, users validate extracted data, resolve issues, and confirm that each invoice is ready to continue in the approval workflow.
Who Uses Invoice Intake
Administrators and users with invoice-management permissions use the Invoice Intake page as a review queue.
Users use the Invoice Intake page to submit invoices and track the invoices they submitted.
What You Can Do on This Page
- Upload invoices.
- Track invoice status.
- Display invoice details from the action column.
- Move validated invoices to the next workflow step.
Administrator Experience
For administrators, Invoice Intake opens as a working queue as shown in the image below. The page header displays Invoice Intake with the subtitle AI extraction + validation. Use Add Invoice in the upper right to upload a new invoice directly from this page.
Needs Attention and Ready for Approval Tabs
Each tab displays a live count badge showing how many invoices are currently in that state. The active tab is highlighted.
| Tab | Description |
|---|---|
| Needs Attention | Lists invoices that need follow-up before they can continue, such as invoices with missing values, duplicate warnings, or low-confidence extraction. |
| Ready for Approval | Lists invoices that have enough information that are ready to continue in workflow. |
Administrator Table Columns
| Fields | Description |
|---|---|
| Checkbox | Select one or more invoices for bulk actions. |
| Vendor | The supplier associated with the invoice. |
| Filename | The uploaded invoice file name shown for quick source-file confirmation. |
| Status | The current intake status, including issue context when applicable. |
| Amount | The total invoice amount captured for review. |
| Due Date | The due date currently associated with the invoice. This column is sortable. |
| Actions | Use Review to display the invoice and validate details. |
User Experience
For users, the Invoice Intake page displays a submission and tracking view.
Needs Attention and My Submitted Invoices Tabs
| Tab | Description |
|---|---|
| Needs Attention | Shows submitted invoices that still need updates. |
| My Submitted Invoices | Shows invoices you submitted so you can track progress. |
User Table Columns
| Column | Description |
|---|---|
| Vendor / Invoice | Vendor name and invoice identifier. |
| Amount | Submitted invoice amount. |
| Submitted Date | When the invoice was submitted. |
| Current Owner / Approver | Current workflow owner for the invoice. |
| Status | Current processing state, such as pending intake review. |
| Action | Use View to display the details for the submitted invoice. |
Empty State and First Upload
If no invoices are available, the page can show an empty state with a No rows label.
How the Page Is Organized
At the top of the page, tabs group invoices by workflow state or by user context. Use the search field to find invoices by vendor name, vendor ID, or invoice number.
In Emburse Spend, both ADMIN and PERSONAL workspace contexts can surface Invoice Intake behavior. Administrators work in a full review queue, while users in Personal context focus on submitted invoices and empty-state upload actions.
- Administrator context: The main actions are queue review, issue resolution, and moving invoices to approval.
- User context: The main actions are upload, status tracking, and viewing submitted invoice details.
- Action labels: Users may see Review in queue views and View in submitted-invoice views.
Invoice Statuses
The Status column helps you identify which invoices can continue and which invoices still require action. Each status may display helper text in the invoice row that explains the specific reason.
- Missing info: One or more required values are missing.
- Draft: Invoice was uploaded and saved as a draft pending completion.
- Ready for review: The invoice is ready for the next review step.
- Duplicate suspected: The system found a possible duplicate invoice.
- Low confidence: Extracted values need manual confirmation.
Status labels, tabs, and queue counts reflect the invoices visible to your role and may vary by environment and release.
Reviewing an Invoice
Select Review on the invoice row to display the details.
- Validate extracted values.
- Resolve missing information or duplicate warnings.
- Confirm the invoice is ready to continue into approval.
What to Do Next
After intake review is complete, continue to the approval workflow for invoices that are ready to move forward. To track processed invoices and review payment lifecycle states, see Invoice History Overview. To understand the Emburse AP workspace at a higher level, see Get Started with Accounts Payable and Accounts Payable Dashboard.