Capture Incoming Invoices

All Incoming Invoices at a glance

With a digital invoice receipt, you no longer lose sight of anything. You can see all incoming invoices in an overview list, which you can sort as you wish, e.g. by date of receipt, supplier or payment status.

Manage Incoming Invoices

Digitize your incoming invoices with teamspace. You can simply photograph new invoices using digital document capture and upload them directly.

Photograph Receipts

The invoice came by post? No problem. Just take a picture of the receipt and upload it into the software.

Upload PDF Files

Simply drag and drop invoices in PDF format that you receive by mail into the system for further processing.

More possibilities for your Accounting

Tracking incoming invoices digitally not only offers you added convenience, but also expands your accounting options:

Smart Payment Management

teamspace remembers how you pay your suppliers. If you always pay a supplier’s invoices by direct debit, for example, the payment is automatically flagged as settled. You save time and stay focused on the crucial things.

Check Incoming Invoices

Do you want to check incoming invoices before payment? No problem. teamspace offers you a variety of approval processes. Forward the invoice internally and get the go within the software.

teamspace | Solution - Invoicing software
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teamspace is the best solution for your incoming invoices

teamspace | Solution - Invoicing software

The All-in-One Solution:
Learn more about teamspace Invoicing Software

General about Incoming Invoices

What are Incoming Invoices?

Incoming invoices are receivables that are issued to a company by suppliers and service providers. They have to be checked and paid. For the company under consideration, they are therefore liabilities. Outgoing invoices, on the other hand, are receivables from customers.

What must an Incoming Invoice contain?

An incoming invoice must contain certain information in order to be paid and a deduction made. These include:


  • Name and address of the issuer and the recipient.
  • Invoice number and date
  • Tax number or VAT ID
  • Date or period of performance
  • Name and quantity of goods or type and scope of service rendered
  • Net amount, VAT and gross amount

In the case of an invoice amount of (currently) less than 250 euros gross, only the following mandatory information must be provided:


  • Name and address of the issuer
  • Date of invoice
  • Name and quantity of goods or type and scope of service rendered
  • Gross price and VAT rate (or exemption)

How is an Incoming Invoice verified?

An incoming invoice can be checked at various levels:


  • Factual verification: Are the services listed on the incoming invoice correct? For example, does the invoice correspond to the delivery bill?
  • Arithmetical check: Are the prices and tax rates listed calculated correctly? Are the net and gross balances correct?
  • Legal check: Does the incoming invoice contain all the necessary information for payment and, if applicable, for input tax deduction?

How is an Incoming Invoice further processed?

Once the incoming invoice has been verified, it is instructed for payment. A retention period of 10 years then applies. Software solutions such as teamspace simplify this process by capturing incoming invoices digitally. They can either be photographed or uploaded to the system as a PDF. Automatic text recognition takes care of the rest. This makes them easier to check, forward and store digitally.