To collect and To pay

Two tabs show your open items:

• To collect, in Sales: sales invoices that your customers have not paid in full. It includes the invoices you issue in Numonis and the sales invoices you upload to Documents.
• To pay, in Expenses: purchase invoices that you have not paid in full.

A receipt or a cash/card method alone does not confirm payment. Purchase invoices and receipts stay open until a person confirms payment or bank matches cover the amount.

The two tabs work in the same way. This page describes both.

The tabs show only the amount that is still open. When payments cover part of an invoice, the row shows the rest, for example "70 € already paid".

Linked corrective invoices also reduce the outstanding balance. They do not count as payments. Unlinking a correction restores that part of the balance.

The tabs are part of financial management. They show for your organization after your accountant turns it on. Until then, Sales has no To collect tab, and Expenses is not in the sidebar.

How to get there

1. To see what your customers owe, open Sales in the sidebar, then the To collect tab.
2. To see what you have to pay, open Expenses in the sidebar, then the To pay tab.
3. On a phone, press More in the bottom navigation, then Sales or Expenses. The tabs of Sales show as a drop-down list.

To collect also works when you do not issue invoices in Numonis. If you invoice with another tool and upload your sales invoices to Documents, To collect shows what your customers owe. In that case, Sales opens To collect. The other tabs of Sales still show the invoicing setup.

The To collect and To pay cards of the dashboard also open these tabs. A saved link to the earlier Payments page opens To collect or To pay.

The indicators

Outstanding and Overdue sum up the open invoices. To pay also has a Next 30 days card. Each card shows an amount and the number of invoices. Point at the i icon of a card to see its definition.

The card amounts are in euros. Cash payments, linked bank payments and corrections reduce the open balance in the invoice currency before conversion. Each remaining amount is converted with the newest positive saved rate on or before today in Madrid, rounded to euro cents, then added to the cards. On a weekend or holiday, this can be the last business day's rate. There is no age limit on saved rates, and opening the page does not request a new rate.

When at least one foreign amount is converted, this line appears under the cards: "Foreign currencies converted to € using today's rate". A second line explains that row estimates use the invoice or historical rate and may differ from the totals. When a currency has no saved rate or the lookup fails, those amounts stay out of the euro total. The line "Not in the totals (other currencies)" shows their original amount. The dashboard cards use the same amounts.

Outstanding balances use EUR as the main amount in the list and preview. For a foreign-currency invoice, the original amount appears underneath in smaller text. The EUR estimate on each row uses the invoice's saved rate when one exists; otherwise it uses the latest stored rate on or before the supply date (invoice date, document fiscal date or today when absent). Exchange rates are not displayed. If the EUR estimate for a row is unavailable, the main amount shows a dash and the original amount stays visible. That row estimate can differ from today's rate used by the cards. When the same rate applies, the cards equal the sum of those rounded row amounts. The amount you pay or collect stays in the invoice currency.

When list filters are active, All invoices above the indicators reminds you that these totals cover all open invoices for the company. Filters change the list, not these indicators.

Expected collections

To collect shows Expected for Next 3 months by default. Choose Next 2 weeks to change the horizon; the selection stays in the URL. This total uses the outstanding balance of open sales invoices due within the selected period. Overdue invoices and invoices without a due date are excluded. Foreign balances use the same saved rate for today and the same rounding per invoice as the cards, across the expected total, period bars, running total and customer ranking. For example, an open PLN 200 invoice adds €50 when the saved rate is PLN 4 per euro. Only currencies without an available rate appear separately, outside the EUR amounts. Each invoice counts once, including those without a rate.

Dates follow Europe/Madrid, including today and the final day. Two weeks covers 14 days, from today through 13 days from today. Three months ends on the same calendar date three months later, clamped to the last day if needed: 30 November ends on 28 February, or 29 February in a leap year.

Accounts receivable shows two seven-day bars for the two-week horizon, or calendar-month bars for the three-month horizon (the first and last months may be partial), plus a running total. Top customers ranks customers by the EUR balance in the same period. Both charts stay open and update after payment changes. The horizon changes these totals and charts; the list keeps its own filters. To pay has no charts.

Find an invoice

The tabs above the search field filter the list by due date:

The days follow the Madrid calendar. On a phone, these tabs are a drop-down list.

Use the search field to find a supplier or customer, an invoice number or an amount. The filter buttons add more conditions:

• Supplier or Customer: the invoices of one supplier or customer with open invoices.
• Category, on To pay only: the expense category of the bill.
• Transfer status, on To pay only. Each option tells you whether you can pay the bill by bank transfer, and what to do next. These filters combine with search and due dates.
• Due date: a preset period or a date range in the calendar. Press Apply.
• Amount: a minimum open amount in EUR, a maximum or both. Press Apply.

The invoice preview uses these same names next to Transfer status.

Transfer status shows the first check that needs attention. Another status may appear after you resolve it. Ready to transfer still needs an active EUR bank account and a valid SEPA file. The download checks amounts, IBANs and required address details. Upload the file to your bank to review and authorize the payments.

An active filter shows filled. Press its × to remove it.

Amount filters and Outstanding sorting use the main EUR balance. Invoices without a EUR estimate are excluded by amount filters and sort after known balances in both directions.

Read the list

On a computer, the list is a table. Press a column title with arrows to sort by it. Each row shows:

• Supplier or Customer, with the invoice number below;
• Due date, with Overdue and the number of days, On time or No due date below. Wider screens also show Issue date;
• Category, on To pay. A blue star tells you that Numonis proposed the category or learned it from this supplier. Select the category or Add a category to open the picker directly in the list. A selection saves immediately. You can also change it in the invoice preview;
• Payment status: Unpaid or Partially paid. When a bank match is suggested, Review match replaces Unpaid and opens the suggestion for review. It does not confirm payment. The invoice method appears below;
• Outstanding: the amount still open, with the amount already paid below.

The list does not show accountant verification. The To pay preview still shows it for an uploaded bill. To collect shows the payment status and does not show that verification. On a narrow screen, cards keep the amount and payment actions visible.

Bills paid by direct debit have no tick box and no payment action. They count in the totals and close when the bank charge is linked to the invoice.

Open any invoice with Preview in its ⋮ menu, including with the keyboard.

After Open invoice or Open in Documents, use Back in the header or your browser to return to the same To collect or To pay list, with its filters, search, page and scroll position. This also applies to uploaded invoices.

Paid rows show the recorded payment method. If no method was recorded, Invoice method identifies the method printed on the invoice.

View linked bank transactions

Open an invoice from To pay or To collect to see Linked bank transactions in its details. The same section appears in the expense preview and the invoice detail in the Documents archive. It includes both manual and automatic links, with their source, date, account, bank amount and amount applied to this invoice. Several partial payments appear separately.

Select View transaction to open the exact movement in Banking, including older payments. For foreign-currency payments, the bank amount keeps its original currency and the allocation uses the invoice currency. A movement linked only as supporting evidence is labelled and does not count toward the invoice balance. A bank match shown as Review match remains a suggestion until it is applied.

Confirm a bank payment

When Numonis finds a bank movement that can pay an invoice, the row shows Review match. Press Review match, the row, or open its ⋮ menu and press Confirm bank payment. A window opens with the document preview, payment details and the Bank payment found card, with the amount, the date and the text of the movement. Uploaded invoices show their original file; invoices created in Numonis show a watermarked preview without generating or replacing the final PDF. Open invoice takes you to the invoice page. For uploaded invoices, Open in Documents opens the original document detail.

• Press Apply bank payment to link the movement to the invoice. This is the main action in the suggestion card below the other controls. The detail stays open and shows the confirmed balance; a partial payment leaves the remaining amount outstanding.
• Press × (Not this one) to reject the suggestion. Numonis does not suggest this movement for this invoice again.

The detail stays open after either action. The list updates the balance and removes Review match when no suggestion remains. A partially paid invoice can still show Review match for another suggested payment.

The preview shows the confirmed status and its source (bank payments, recorded cash or manual confirmation), the masked supplier IBAN, the invoice method and any recorded payment method/date. Expand What the invoice says to see the extracted status and confidence separately. If the invoice appears paid, confirm the payment or choose Still unpaid. This leaves the original reading intact and lets you prepare a transfer; future bank matches still update payment status.

After a payment or category changes, the current list keeps the invoice in place with its latest values. A paid invoice shows Fully paid, a zero outstanding balance and no payment or selection action. Totals update immediately. Leaving and reopening the list, or changing a filter, page or sort, applies the current filters again. Paid invoices then leave the open-invoice list.

Mark an invoice as paid or collected

Without a bank suggestion, the main action in the detail is Mark as paid on To pay and Mark as collected on To collect. To pay then offers Link bank payment. To collect offers Mark as partially collected. Both then offer Open invoice/document. With a suggestion, the manual action is secondary. Press Mark as paid or Mark as collected beside Outstanding on the row, or on the phone card. You can also press the row to open the document preview with the actions alongside it, or open the ⋮ menu:

• Mark as paid, on To pay, opens a payment-details step. You can choose an optional payment method and payment date, then press Confirm payment to close the invoice. Mark as collected, on To collect, opens the same step for the collection and you confirm with Confirm collection. The date starts as today; leaving it blank records today. Future dates are not accepted. Cancelling leaves the invoice unchanged. The method is suggested from the invoice and remains editable. The same payment confirmation step is available in the Expenses preview and Documents. The recorded method does not change the payment terms on the issued invoice. Use it for a payment or a collection that is not in your bank accounts, for example a payment from another account. The message that follows has Undo.
• Link bank payment, on To pay, opens Banking with the unlinked movements of the same amount. Open the movement and link the invoice there.
• Mark as partially collected, on To collect, records part of the invoice. Choose Bank payment and link an incoming movement that is still open, or choose Cash and enter the amount and the date. The outstanding amount drops by that collection. When the collections cover the invoice, it leaves the list as collected. Cash is typed in until a cash register can link it. Undo on the message removes the cash amount you just entered. Later, open the invoice preview or the issued/imported invoice detail and use Remove cash payment under Recorded cash. This also works when cash collected the invoice in full.
• Open invoice opens the invoice or the document.

To mark many invoices at once, select their tick boxes. The tick box in the header selects every row of the page. When the list has more pages, Select all N invoices selects every invoice of the active filter. The bar shows the number of selected invoices and their total. On To pay, press Mark as paid. On To collect, press Mark as collected. Check the total and confirm.

A paid state that you set stays, also when bank payments change. A paid state that comes from bank payments changes when you unlink a payment in Banking.

Cash amounts use the invoice currency, including foreign currencies; they are not converted to EUR when recorded. Use at most two decimal places and an amount above zero, up to the remaining balance after bank payments and cash. Dates use Europe/Madrid and cannot be in the future. A date before the invoice date is allowed for an advance collection. Retrying the same submission records it once. Bank payments linked later cover only the remaining balance; they do not replace a cash entry. Undo the cash entry if it represented that same payment. A future cash register integration is not available yet.

Invoices with recorded cash keep their total and currency. Remove the cash entries before changing those values, deleting or replacing the invoice. SEPA direct debit files collect whole invoices, so invoices with any recorded payment are excluded. Revenue stays unchanged; outstanding and overdue totals reflect the remaining amount.

Download a batch supplier payment file

1. In Expenses › To pay, select the invoices and press Download payment file in the selection bar.
2. Choose SEPA XML for a bank upload, or Wise CSV for Wise Business. For SEPA XML, choose your active EUR bank account and the payment date (today or later).
3. Check the masked saved supplier accounts selected automatically. Use Change account to enter an alternative, or enter any missing IBANs. Account changes here apply only to this download; your accountant can correct saved details in Documents.
4. Download the file. Upload SEPA XML to your bank, or Wise CSV to Payments › Batch on the Wise Business website. Review the recipients, amounts and fees there, then fund and authorize the payments.

Both formats contain one transfer for each invoice's remaining amount. Select up to 500 reviewed purchase invoices in EUR, with bank transfer or no payment method. Direct debits, cash/card payments and unreviewed invoices cannot be exported. Invoices that appear paid need payment confirmation or Still unpaid first. If a saved supplier account or outstanding amount changes, refresh the list and select the invoice again.

SEPA XML uses pain.001.001.09. Payments involving accounts outside the EEA also need the company and supplier town and country on record.

Wise CSV pays EUR to supplier IBANs using Wise's bank-account batch format. Choose Company or institution or Individual for each recipient according to the bank account holder; this choice applies only to the download. Supplier addresses on record are included; a supplier account outside the EEA requires the supplier town and country. Each transfer can be up to EUR 20 million. Supplier names, addresses and invoice references that start with formula characters (+, -, = or @) must be corrected before export. The file requests the full outstanding amount for the supplier (amountCurrency=target), with Wise fees charged to you. Choose funding and payment timing in Wise: the CSV does not select a debit account or schedule payments. Do not rename the column headers.

Wise requires a verified Business account. Its limit is 1,000 transfers, or 100 for team members whose payments need approval; Numonis exports at most 500 invoices. If your Wise payments need approval, select at most 100 invoices per export. See Wise's batch guide and template requirements.

Downloading a file does not send payments or mark invoices as paid. The invoices remain open until you confirm payment or link the bank transactions. Check whether you already uploaded a previous file before uploading another copy.

On the phone

On To pay, Outstanding fills the first row, with Overdue and Next 30 days underneath. On To collect, Outstanding and Overdue sit side by side, followed by the expected total and stacked charts. Each invoice is a card with its tick box, the open amount, the due date, the status labels and the close button: Mark as paid on To pay and Mark as collected on To collect. If a bank match is suggested, press Review match on the card to review it. Press a card to open a panel at the bottom of the screen with the document preview above the details and actions. The bar to mark many invoices also works on the phone.

Related articles

• Expenses
• Review and reconcile bank transactions
• Link documents to transactions
• Invoice lifecycle