Invoice Processing Checklist

Download the PDF checklist.

Step 1: Monitor the accounts inbox
Step 2: Tidy the Check screen
Step 3: Reconcile supplier statements
Step 4: Search, review, and export invoices
Step 5: Export unprocessed invoices

Step 1: Monitor the accounts inbox

Check your accounts inbox to make sure no invoices failed to import into Lentune.

Open your accounts inbox and look in the “Failed in Lentune” folder.
If anything didn’t import (for example, a missing attachment or corrupted file), ask the supplier to resend it, or upload it directly to the Check screen.

Why it matters:
Makes sure every invoice ends up in Lentune where it belongs — no missing data or surprise gaps at month-end.

Step 2: Tidy the Check screen

Keep your Check screen clear so only valid invoices remain.

Go to Invoice Automation > Check.
Clean up the list so it only shows invoices.
Convert any documents to a statement, subcontract claim, or supporting document as needed.
Delete duplicates or documents that don’t need to be in Lentune (like quotes or promotional material). The original emails remain in your inbox "Processed by Lentune" subfolder.
If any invoices are marked as “Unknown Supplier,” assign them to the correct supplier or create a new one. Verify that each supplier has the correct email address linked.

Why it matters:
Helps you find invoices faster, reconcile statements more easily, and keep your workspace clean and efficient.

Step 3: Reconcile supplier statements

Confirm that every invoice has been received and matched against supplier statements.

Go to Invoice Automation > Statements.
Use Auto Reconcile to automatically match supplier statement lines with invoices.
Make manual adjustments or add notes if needed to finalise the reconciliation.

Why it matters:
Speeds up reconciliation and helps you see at a glance whether any invoices are missing — no chasing, no guesswork.

Step 4: Search, review, and export invoices

Get a clear, up-to-date view of all your invoices and their current status.

Go to Invoice Automation > Invoices.
Use filters to search by supplier, project, date, or GL code.
Check the Status column to see which invoices are waiting for approval, approved, or processed.
Export the list of invoices as a CSV for reporting or to cross-check with your accounting system.
Export the same list as a PDF (with or without approval stamps) to combine all original invoice PDFs into one file.
Double-click any invoice to view or edit details, and check the Audit Log to see who’s approved or updated it.

Why it matters:
Gives you the full picture — every invoice, every update, all in one place. Easy to find, easy to trust, and easy to report on.

Step 5: Export unprocessed invoices

Make sure all approved invoices have been exported or posted to your accounting system.

Go to Invoice Automation > Process.
Review any invoices that are approved but not yet exported.
Create batches and export them directly to your accounting system.
If you use an integration, Lentune will show whether each invoice was posted, skipped (already in your system), or had an error — with a message to help you fix it.

Why it matters:
Keeps your systems in sync and your month-end stress-free — no duplicates, no missed invoices, just smooth exporting.

These quick checks will help you keep your invoice data tidy, ensure every document is in the right place, and make reporting smoother and more accurate.