Summary
Learn how Invoice Automate groups invoices into categories, what each status means, and the typical actions to take.
This article covers:
About invoice categories
Invoice Automate displays all invoices you’ve uploaded or emailed, organised by category tabs, so you can triage work quickly. Typical categories are:
Overdue
Invoice with issues
Duplicated
Pending approval
Recurring
Pending PM approval
Completed
Note: Lite users: If there are no invoices in a section, these sections will not be visible to you.
Open the invoice categories view
Use this to search for a property and review its invoices by status.
In the dashboard, click the search text box to the right of Property
Start typing the property address and select it
(Optional) Use Assigned To to switch between Organisation View and other assignment filters
Click a tab to filter by category: Overdue, Invoice with issues, Duplicated, Pending approval, Recurring, Pending PM approval, Completed
Click an invoice row to open the invoice detail screen
Overdue
See invoices with set reminders that have passed their due date.
What you’ll see - Creditor, property address, owner, amount, and timing information (e.g., created X months ago)
Why it matters - Reminder workflows are a core Invoice Automate capability, used to keep bills moving
Open Overdue
Select an invoice to review the reminder history and due dates
Take the next action (approve, reassign, or follow up with the property manager/owner)
Tip: If the invoice is overdue because the matching failed, check the invoice with issues for the same document and resolve the cause there first.
Invoice with issues
Invoices that could not be auto‑matched or parsed appear here.
Typical causes and how to fix them
Missing BPAY details on the property/creditor record in your trust‑accounting system Ensure the creditor is authorised, has a valid BPAY biller code/reference, and that the Default Account Code is set on the creditor profile so IA can post correctly
First‑time EFT bills for a new property/creditor. Enter the property and creditor once; future invoices should auto‑match
Multi‑page PDFs where invoice data is not on the first pages. Invoice Automate typically reads the first pages by default; if the invoice spans more pages, select the relevant pages and disregard the rest
Not an invoice/poor quality/missing pages. Re‑upload a clean copy or request a corrected document
Creditor not set up (or incorrectly set up) in the trust system. Complete the creditor record and default account mapping, then retry
Temporary API outage from the trust system (property/creditor details unavailable). Try again later
Open Invoice with issues
Select an invoice to read the issue banner/reason
Apply the fix (e.g., add missing BPAY or creditor defaults), then Retry or Re‑scan
Duplicated
Invoices flagged as possible duplicates appear here for comparison and action.
What you’ll see - A side‑by‑side review of the suspected duplicate and the current invoice
Scope - Duplicate detection is a documented feature; specific time windows (e.g., “5 weeks”) may vary by implementation and are not stated in current public docs
Open Duplicated
Compare the invoices
Choose Remove (discard) or Process (continue)
Tip: If you frequently receive legitimate repeat invoices (e.g., utilities), use your recurring settings or vendor‑specific rules to reduce false positives.
Pending approval
Invoices that matched successfully and are waiting for your approval.
Open Pending approval
Select an invoice, confirm details, then Approve or select one of the available options
Approved invoices move forward to payment as configured in your trust‑accounting workflow
Recurring
Invoices with an instalment/recurrence set are shown when they’re within 30 days of their next due date.
Open Recurring
Review upcoming items and adjust the schedule or rules if needed
Approve or hold as per your policy
Pending PM approval
Invoices awaiting the Property Manager’s approval.
Open Pending PM approval
Review which approver is pending and the age of the request
Select an invoice, confirm details, then Approve or select one of the available options
Note: Daily approval reminder emails are common in approval workflows, though specifics differ by implementation.
Completed
Invoices fully processed via Invoice Automate.
What you’ll see - Creditor, property address, owner details, amount, and completion timing, useful for quick confirmation and audit checks
Where this fits - Completed invoices should also be visible in your trust‑accounting system’s payments/ledgers according to normal processes
Open Completed
Click through for details or to retrieve the original document image