At a glance
Accounts Payable invoices can be uploaded to Circula in two ways: by forwarding them to the Circula Accounts Payable mailbox or by manually uploading them as an accountant.
All uploaded invoices appear as drafts in the To-Dos section for further review.
Overview
The Accounts Payable feature extends Circula beyond employee expenses (expenses and credit card reconciliations) to include broader company expenditures such as payments for services, rent, and external consultants. This process is primarily managed by the Finance team (accountants), as they are responsible for overseeing incoming invoices.
Note
After a successful upload, the Submitter column shows who submitted the invoice (email address or accountant name).
How It Works
Invoices can be uploaded in two ways.
Upload via Email Forwarding
Each entity in Circula is assigned a unique email address for the Accounts Payable mailbox. PDF invoices can be forwarded directly to this email address from any email address.
Important!
Invoices must be attached as PDF files. Emails without attachments are not forwarded to Circula. Emails with multiple PDF attachments are combined into a single invoice draft. The email body and subject line are not transferred to Circula.
Manual Upload
Navigate to "Invoices" and click the plus icon in the bottom-right corner.
Drag and drop PDF invoices from your desktop into the interface or upload them via the document tray.
Before the invoice can be saved, a supplier and a category must be selected. For more information on how to review the invoice in detail and submit it for approval, see here.
❗️To create a new supplier, navigate to Settings > Suppliers, enter the supplier name and (optionally) the creditor number. For more information, see here.
The saved invoice, which has not yet been fully reviewed, can be found under the "Incoming" tab.
Note
The Submitter column allows you to trace the origin of an invoice. It displays either the email address used for forwarding or the name of the accountant who uploaded the invoice manually.
Note
Uploading invoices is exclusively available to users with the Accountant role. Up to 10 documents can be uploaded at the same time and will be combined into a single invoice draft with attachments.
FAQ's
Which file types are supported?
Only PDF files are supported when uploading via email. For manual uploads, PDF, JPG, and PNG files are accepted.
Is mobile support available?
Circula Accounts Payable is currently only available in the web version. However, documents can be uploaded to the document tray via the mobile app.
Do you still have questions?
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