From invoice to receipt to project balance.

Invoice and receipt tracking connects an amount billed to evidence of payment. In Vendo’s local prototype, an approved invoice contributes to recorded cost; only an approved receipt explicitly allocated to that invoice contributes to the paid amount.

How is the pending balance calculated?

Pending balance = approved invoice amount − allocated reviewed receipt payments. Unreviewed invoices remain in the review queue and are excluded from approved outstanding totals. Receipt entry or approval alone does not mark an invoice paid.

What if one invoice covers multiple projects?

Split the original invoice into project shares that sum exactly to the invoice total. Assign each receipt allocation to the relevant share. The invoice remains one record, and the receipt remains one payment source. Vendo checks the totals and rejects an allocation that would exceed the receipt, invoice or project portion.

How are receipts matched?

The current prototype suggests exact matches using the vendor, currency and invoice number. A reviewer confirms the evidence and explicitly allocates the amount. Ambiguous evidence stays unallocated. The planned AI workflow would help prepare suggestions; it is not active today.

Does “paid” mean the bank has settled the payment?

No. “Paid” here means the amount supported by reviewed receipt evidence allocated in Vendo. It is separate from bank reconciliation. An invoice, scheduled-payment email or proposed AI match is not proof of settlement.

Current limits

The local ledger uses USD and integer cents. Credits, refunds, reversals, foreign-exchange conversion and bank connections are not implemented. Correction and recovery workflows are required before production accounting use. No patient revenue or savings is calculated from vendor costs.

See vendor and project organization and proposed launch pricing.