Incoming receipts and suppliers

Under Accounting → Inbox you collect the invoices you receive. Under Accounting → Suppliers you maintain your suppliers.

ProcessCopy link to heading

1. Upload. Upload a PDF, a photo (JPEG or PNG) or an e-invoice (XML). The receipt gets a running number (ER-year-number) and is set to ‘Submitted’. An expense that you paid privately you mark as an Expense.
2. Capture. Choose the supplier and enter invoice number, date, due date and gross amount. The Account coding determines which expense account is posted to and with which input VAT key. If the supplier has a default account, the line arises by itself, and Leadmode calculates net and input VAT from the gross. Several tax rates need several lines.
3. Review and approve. Whoever approves takes the receipt for review, approves it or rejects it with a reason. You correct rejected receipts and submit them again. What is still missing on a receipt is shown in the ‘Still open for approval’ box.
4. Posted only with the approval, never earlier and never without a person. When approving, you give the posting date; the invoice date is suggested. If the month is already locked, you choose a later date.

A receipt that you submitted yourself is approved by another person. Only if you are the organisation’s sole admin may you approve it yourself.

For amounts up to €250 gross (small-amount invoice), the invoice number is not required.

Read with AICopy link to heading

The Read with AI button reads the file and suggests supplier, invoice number, date, amounts per tax rate and a suitable expense account. This costs credits; if the balance is low, Leadmode asks beforehand. The suggestions land in the form and are nothing more than suggestions: you check them and save yourself. The AI saves nothing on the receipt, approves nothing and never posts, not even on a confident match.

E-invoicesCopy link to heading

Since 2025, every business must be able to receive e-invoices. Upload an XRechnung (XML) or a ZUGFeRD / Factur-X PDF (UBL XML is also possible). Leadmode reads the details from the XML, matches the supplier by VAT ID or IBAN, prefills invoice number, date, due date, amounts and, if the supplier has a default account, the account coding too, and checks the invoice formally against the standard (XRechnung, EN 16931). A receipt that fails the check is accepted anyway; a note names the rules breached so that you can ask the supplier for a corrected invoice. For a ZUGFeRD PDF, the PDF and the embedded XML are kept; for a plain XML file, the XML. Prefilled never means posted: you have to approve yourself.

Duplicate receiptsCopy link to heading

Leadmode warns if the same file already exists, if supplier and invoice number match (spaces and special characters do not matter), or if supplier, gross amount and date are the same. You decide whether it really is a second receipt.

Posting and paymentCopy link to heading

Approval posts in the journal: expense (with input VAT) to payable, one line for each account coding line, with the project as cost centre. A Supplier credit note runs mirrored. For this, the mapping (Settings › Accounts and mapping) needs the payables account; if it is missing or an account is blocked, approval fails with the reason and the receipt stays unapproved.

On approved receipts, whoever may ‘Post’ records payments: payable to bank, cash or another payment account. Payment and refund can be reversed with a reversal entry. The receipt shows whether it is open, partly or fully paid. Receipts that were approved before the booking start are picked up by the catch-up posting in the journal.

RetentionCopy link to heading

Incoming receipts are accounting records and must be retained for eight years, counted from the end of the calendar year of the invoice (§ 147 AO, § 257 HGB). You set the period under Settings › Bookkeeping; it is never below the statutory minimum.

• A receipt and its files can be neither deleted nor changed until the end of the period. An approved receipt remains unchanged; a correction is a new receipt (‘Supplier credit note’).
• A discarded receipt is not posted but is kept with its file.
• For an e-invoice, the XML is the original and is kept, not just the image view.
• The file is checked against its checksum on retrieval.
• The organisation is itself responsible for the completeness, retention and accuracy of its books. Leadmode provides the technology (immutability, backup, findability). This is not tax or legal advice.

SuppliersCopy link to heading

Name, address, VAT ID, IBAN and further details are stored encrypted. When you create a supplier, Leadmode checks for duplicates (same VAT ID, same IBAN, similar name). Whoever only submits receipts sees no bank details and changes no existing suppliers; a changed IBAN appears in the history (protection against bank details being slipped in). Suppliers are not deleted, only blocked.