Creditors inbox

The creditors inbox is where supplier bills arrive before they become creditor invoices. Contractors email their invoices to your organisation's inbound address, or your team uploads them manually, and PropLink reads each document automatically — vendor, reference, dates, line items and amounts — so a reviewer only has to check and correct rather than retype.

Nothing reaches your ledger from the inbox without a person approving it. Every extracted value carries a confidence score, low-confidence values are highlighted for checking, and approval converts the item into a normal creditor invoice with the original document attached.

You will find the inbox under Financials → Creditors Inbox.

How bills arrive

1. By email. Each organisation has its own inbound address in the form [email protected]. Give this address to your regular contractors and their emailed invoices land in the inbox automatically. PropLink accepts PDF, JPEG and PNG attachments up to 25 MB, ignores signature images, and skips duplicates it has already received.
2. By upload. Click Upload Invoice on the inbox and drop in up to six documents at a time. If a file has been uploaded before, PropLink warns you but still creates the item so you can decide.

The four tabs

Review an item

Open any item to see the original document side by side with the extracted data.

1. Check the highlighted fields. Values the extraction was unsure about carry an amber highlight and a warning icon showing the confidence score. Compare them against the document on the left.
2. Confirm the vendor. Auto-matched vendors show the sender address they matched on. Unmatched items need a vendor picked manually.
3. Assign the site. Creditor invoices belong to a site, and an emailed document cannot know which one — the reviewer always assigns it. Ledger accounts and tax rates on the line items unlock once the site is chosen.
4. Correct the line items. Each line needs a description, an expense ledger account, a tax rate and a VAT-inclusive amount. Amounts extracted from the document are gross (VAT-inclusive), matching how bills are entered manually.
5. Assign lease schedules (optional). Each line can be assigned to a lease schedule, or split between several by percentage, exactly as on a manually entered bill. The schedule dropdown unlocks once the site is chosen; changing the site clears any schedules already picked. Extraction never guesses a schedule — this is always a reviewer decision.
6. Save. Saving moves the item to the Pending tab and records you as the reviewer.

Approve, reject or retry

Approve & Create Invoice converts the item to a creditor invoice. The default creates the invoice fully approved — it posts to the ledger immediately and respects the closed financial period rules, exactly as if it had been approved on the site's creditors page. The split button also offers:

• Create as Draft — the invoice is created as a draft for further editing on the site's creditors page.
• Create Pending Approval — the invoice is created awaiting approval by a user with the approve bill permission.

If an invoice with the same vendor, site and reference already exists, PropLink warns you before creating a possible duplicate; you can create it anyway if the duplicate is intentional.

Reject requires a reason, which is stored on the item's audit trail along with who rejected it and when. Rejected items can be restored to the inbox from the Rejected tab.

Retry OCR appears when automatic extraction failed — for example on a corrupt or password-protected file. You can retry the extraction or simply key the details in manually and save; a failed extraction never blocks the workflow.

Permissions

The inbox uses its own permission set, so you can give a junior team member review access without granting approval rights:

• Read creditors inbox
• Upload to creditors inbox
• Update creditors inbox item (save corrections, restore, retry extraction)
• Approve creditors inbox item (convert to invoice)
• Reject creditors inbox item
• Delete creditors inbox item

See the permissions reference for the full list.