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 the Accounts Payable permissions assigned to you and by 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
Invoice Intake is available to users who have Accounts Payable access with the Submit Invoices permission. Those users upload invoices, review the intake queue, and track invoices they submitted.
Member, Manager, and Admin roles do not grant Invoice Intake by themselves. Your organization assigns the Submit Invoices permission separately from Spend roles.
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.
Invoice Intake Review Queue
When you select the ADMIN tab in the left navigation, Invoice Intake opens as a working queue as shown in the image below. Use Add Invoice in the upper right to upload a new invoice directly from this page. Which invoices and actions you see still depends on the Accounts Payable permissions assigned to you, including Submit Invoices.
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 that need review, invoices with missing values, duplicate warnings, or low-confidence extraction. |
| Ready for Approval | Lists invoices that have enough information and are ready to continue in the workflow. |
Intake Queue Table Columns
| Fields | Description |
|---|---|
| Vendor | The supplier associated with the invoice. |
| 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. |
Uploaded Invoice View
Invoice Intake can also display a submission and tracking view for invoices you uploaded.
Needs Attention and My Submitted Invoices Tabs
| Tab | Description |
|---|---|
| Needs Attention | Shows uploaded invoices that still need updates. |
| My Submitted Invoices | Shows invoices you submitted so you can track progress. |
Submitted Invoice 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 invoices need attention right now label.
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: Displayed when required invoice information is missing and needs to be added before the invoice can continue.
- Draft: The invoice is uploaded and saved as a draft until it is complete.
- Ready for review: The invoice is ready for the next review step.
- Duplicate suspected: Emburse detects a possible duplicate invoice.
- Low confidence: Extracted values need manual confirmation.
- Needs review: Displayed when invoice information was captured but needs the user to verify it before continuing.
Status labels, tabs, and queue counts reflect the invoices visible with your assigned Accounts Payable permissions and may vary by environment and release.
Review 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.