You may now view and manage invoices for select vendors directly within the Vetcove platform! Do keep in mind that this feature is limited to select corporate groups and for select vendors – if you are unable to view invoices but believe your practice should have access, please reach out to our team via the live chat on our site!
For those practices that have access to the Vetcove invoice feature, you will be able to view your invoices by heading to the Orders icon at the top of your Vetcove page and selecting Invoices:
Make Sure Your Vendors are Connected
Invoices will automatically be pulled into Vetcove for supported vendors, so long as your account for that vendor is fully connected on our Connect Supplier page. If you are unsure if a certain vendor is supported for invoices on Vetcove, please reach out to our team via our live chat.
To check that a vendor is fully connected, please head to the Connect Supplier page from the little person icon in the upper right corner of Vetcove – you will then want to click on the vendor's name and verify that you see a "You're Connected" message. You will also want to make sure all relevant accounts are selected under the "Update Connected Accounts" section:
Invoices Dashboard Breakdown
On the Invoices Dashboard you will see an overview of your invoices, broken down by vendor, as well as status. From the options in the upper right corner of the dashboard, you may choose to sort by invoice status, or alter the time period selected:
To view all invoices associated with a given vendor, please click on the vendor's name. Alternatively, if you would like to view all invoices individually, please select the Invoices tab from the options at the top of the page. This general invoice page can then be filtered by:
- Invoice Status
- Invoice Date
- Invoice Number
Individual Invoice Pages
If you click on any given invoice, you will be able to view a PDF or image of your invoice along with an itemized list of items in that invoice. You will see each item, the quantity ordered, the item price and a field to enter the quantity received. On the right-hand side of your page you will see an invoice summary including the subtotal, received status, and invoice reference details:
Updating Invoice Status & Marking Items as Received
The status of an invoice can be updated a few different ways and may be updated at any time. The first option is to select Actions in the right column of the general invoice page for any given invoice. A menu will then appear with various options to select from, including:
- Mark Items as Received – select this option if all items have been received
- Mark Items as Not Received – select this option if none of the items have been received
- Mark Items as Pending – this is the default status
- Mark Invoice as Void – select this option if the order has been cancelled or otherwise voided
- Don't Include in Budget – select this option if instructed by corporate
You may also update the status of an invoice from within the invoice itself. When you click into a given invoice you will see the same blue Actions button appear in the upper right corner – when clicked, you will see the same options as mentioned above, plus the option to "Edit Message".
The Edit Message option will allow you to leave a note on the invoice regarding a specific item/s to help clarify a "Partial" or "Not Received" status for your practice or corporate group:
The third and final way to update the status of an invoice is to update the Received field for each item within the invoice. Simply enter the quantity that your practice has received. If a given item has not yet been delivered, leave a 0 in this field:
If only a portion of the ordered quantity for any item has been marked as received, the invoice will be listed as "Partially Received".
Uploading Invoices for Unsupported Vendors
Invoices will only automatically be pulled into Vetcove for certain vendors. If your practice receives invoices for a vendor that is not yet supported on Vetcove, you may upload those invoices to Vetcove in 3 different and easy ways!
1. Upload Invoices via the Vetcove Website
To upload an invoice to Vetcove from within our web platform, simply click on the blue Upload Invoice button on the Invoices page or the Invoice Uploads page. Once you upload an invoice, you may then manually submit invoice details (date, vendor, invoice number, etc.) by clicking on the uploaded invoice and filling out the required fields, or our team will digitize this information within 48 hours:
2. Email Invoices to Vetcove
If you receive your invoices via email, another option is to send an email to Vetcove with a single invoice as a single attachment. You may send the email to the email address displayed at the bottom of the pop up window when you click on the blue Upload Invoice button. Do keep in mind that the email displayed will be unique to every practice:
Our team will upload and digitize all invoices sent via email within 48 hours.
3. Scan Invoices on Vetcove's Mobile App
The third and easiest way to upload an invoice to Vetcove is through our mobile app! Simply download the Vetcove mobile app – Apple App Store for iOS devices (iPhone & iPad) or Google Play Store for Android devices – and log into your existing Vetcove account.
Once you are logged in on the mobile app, click on the Account button in the bottom right corner and then select Scan Invoices from the menu that appears. You will then be prompted to take a photo of the front of your invoice:
Keep in mind that you may also view and receive invoices from within your mobile app as well. Simply click on the Account button in the bottom right corner and then select Invoices to view all invoices.
For further assistance, or if you have questions, please feel free to reach out to the Vetcove Team using our Live Chat or email firstname.lastname@example.org