How to use the Providers App

This guide walks through the App the way you will use it day to day: build the supplier directory, link expenses to it, read the reports, and clean up what the App flags.

Step 1 — Open the Providers list

1. Click Providers in the left menu.
2. Above the list, three readouts summarise the selected period:
   • Net spend and what share of all expenses it represents.
   • Suppliers billed out of the total number of providers.
   • Suppliers with something to fix — a missing document or VAT never entered on at least one expense.
3. Use the year tabs to switch between the current year, earlier years and All time. The list opens on the current year when it has expenses.
4. Filter by country or category with the filter controls.

Each row shows the provider name, its net spend for the period, its share, a trend indicator against the previous period, the amount still to pay, a paperwork badge, a VAT badge and the date of the last expense. Click the name to open the provider report.

Step 2 — Add a provider

1. Click Add at the top of the list page.
2. Fill in the form. Only Name, Country and Category are required; everything else is optional.
   • Purchase Order — your reference or customer number at this supplier.
   • Address, Zip, City, Country, Phone, Email — the email is used by "Request the invoices"; an invalid address is refused.
   • VAT number — used to classify expenses (domestic / intra-EU / import) and to recover input VAT. Enter it with the country prefix, e.g. BE0652933130.
   • Tax % — the supplier's usual VAT rate; preselected in the "Add the missing VAT" sheet.
   • PEPPOL ID — e.g. 0208:0652933130.
   • Category — the default expense category; use the + button to create one.
   • IBAN, BIC — shown on the report's tax identity card with a copy button.
   • Web Console, User, Password — where you log in at the supplier (hosting panel, marketplace account, …).
   • Notes — anything else.
3. Click Save. The row appears in the list immediately.

To edit later, use the row menu on the list or the Edit button at the top of the provider report. Deleting a provider moves it out of the list; its expenses are kept.

Step 3 — Link expenses to providers

1. Open Expenses and click Add expense (or edit an existing one).
2. Pick the supplier in the Provider select and save.
3. Faster: open a provider's report and click Add expense there — the provider is already selected.
4. Fastest: use the AI document scan on the expense form. The supplier on the receipt is matched to your providers, or proposed as a new one that you accept with one click.

Step 4 — Read the provider report

Click a provider's name. The report opens on the current year; use the year tabs at the top for other years or all time.

The four readouts

• Net spend — excluding VAT and ignored expenses.
• Input VAT — the VAT this supplier charged, recoverable on the return.
• Gross total — net plus VAT, what leaves the bank.
• Still to pay — gross of the expenses not yet marked paid.

Where the money goes

• Spend by month (or by year in the all-time view) and against last year.
• By category.
• Share of spend, average per month, recurring / month (gross from the recurring expenses), largest expense, oldest open and how it was paid.

For the accountant

• VAT by rate — net, VAT and gross per rate.
• VAT return — one line per rate and treatment with base, VAT and deductible VAT. Hover a treatment badge for its meaning. Belgian workspaces see the grid note and the deduction caps applied.
• Tax identity — VAT number, Peppol ID, IBAN, BIC, address, each with a copy button. A warning appears when the VAT number is missing.
• Paperwork — documents on file, Peppol e-invoices, expenses without a document and the input VAT at risk behind them.

The expenses

Every expense of the provider in the period, with its date, category, net, VAT, gross, status and receipt. Use the tabs All / New / Paid / Ignored and, when present, To check and No document; filter by category as well.

Step 5 — Fix what the App flags

Expenses with no VAT ("To check")

An expense from a supplier in your own country booked without any VAT is either an exempt supplier or a forgotten VAT — typical after a bank import. The amber readout counts them.

1. Click the amber readout (or Add the missing VAT). The sheet lists how many expenses and what total it will touch.
2. Which rate applies — preselected from the provider's default rate.
3. What the booked amounts mean:
   • They already include the VAT — each amount is split into net and VAT; the gross per expense stays the same.
   • They are net, add the VAT on top — the amounts stay, the gross grows by the VAT.
4. Read the After applying preview and the list of expenses it will touch.
5. Expenses from earlier years are left alone unless you tick Also correct <year> — those periods are probably filed already; ask the accountant first.
6. Click Apply to N expenses. The report refreshes.
7. If the supplier really is exempt, click They are right as they are instead: every listed expense is marked verified at 0% and stops being flagged.

Expenses without a document

1. On the Paperwork card, click Show them to jump to the "No document" tab.
2. Attach the invoice to each expense, or click Request the invoices: a mail to the supplier opens listing every undocumented payment with its date and amount. If the provider has no email address the text is copied to the clipboard so you can paste it anywhere.

Tips

• Keep the year tab on the current year for day-to-day work and switch to All time for the relationship view.
• The list and every table export to Excel, PDF and print from the table toolbar.
• On a phone the list becomes a card list; tap a row to see the whole record with its actions.