How invoices are processed in Finqle. There are two main workflows: direct submission through My Finqle, with same-day processing if submitted before 13:00, or creation via a platform or intermediary for users without direct access.
If you use Finqle directly
If you can submit invoices via My Finqle, the process works as follows:
- Via My Finqle > Invoices > Add Invoice you can either upload or create an invoice.
- You create or submit an invoice directly to Finqle.
- Finqle verifies the invoice for accuracy and compliance.
- If submitted before 13:00, payout is typically the same day. After 13:00, payout is processed on a best-effort basis, possibly the next business day.
If you work via a platform or intermediary
If you cannot create invoices via My Finqle, they are created through your platform or intermediary. You can still see them for your reference. See When will I be paid? for the full flow of how Billing Requests and invoices work.
Frequently asked questions
How do I upload a PDF invoice?
Go to My Finqle > Invoices > Add Invoice and choose Upload. Drag in the PDF and optional UBL XML, then select the matching Debtor and contract. Finqle parses the document, runs verification and queues the payout. Make sure the PDF text is selectable, because scanned images may fail OCR.
Which file formats are supported?
- PDF for the visual invoice (required, max 10 MB)
- UBL 2.1 XML for automated parsing (recommended, sent to your unique parsing email)
- PNG / JPG only as attachments, not as the invoice itself
For UBL, see Automate invoicing & accounting with UBL.
Why was my invoice rejected?
The most common rejection reasons:
- Debtor mismatch: company name, KVK or VAT number on the invoice does not match the Debtor in Finqle
- Missing legal fields: invoice number, date, VAT breakdown or your KVK number missing
- VAT inconsistency: a VAT-exempt (KOR) merchant submitting an invoice with VAT, or vice versa
- Duplicate: an invoice with the same number was already submitted
- Wrong currency: invoice currency does not match the contract currency
Fix the issue and re-upload. The rejection email always lists the specific reason.
How do I issue a credit note?
Create a new invoice in Finqle with a negative total that references the original invoice number, for example Credit note for M00001-001234. Submit it via the same Upload or Create flow. Finqle processes it as a credit and offsets the original payout, or claws it back if already paid.
Can I change an invoice after submission?
No. Once an invoice is submitted you cannot edit it. If something is wrong:
- Not yet paid out: contact your Account Manager to cancel before payout
- Already paid out: issue a credit note and submit a corrected invoice
Where do I find my submitted invoices?
In My Finqle > Invoices. You can filter by status (Submitted, Verified, Paid, Rejected, Credited). Click any invoice to see its Transaction Statement, Transfer Statement and Sales Invoice. See Invoicing Documents for what each document means.