Record a supplier invoice
🧠Context
Caladeo allows you to record and track supplier invoices in order to manage purchases related to a travel project (accommodation, transport, activities, local services, etc.).
Supplier invoices are linked to a quote and allow you to accurately track amounts payable to suppliers, due dates, and payment status. This facilitates financial monitoring and cost control for each trip.
🎯 Goal
Record supplier invoices on an accepted quote, track their payments, and easily identify the remaining balance for each supplier purchase.
🧭 Where can you find this feature?
Supplier invoices are recorded from an accepted quote, in the Financial tab.
To create a purchase, the opportunity must contain at least one quote with the status Accepted.
🛠️ Step by step
Follow these steps to record a supplier invoice in Caladeo:
- Open the opportunity and access the relevant quote.
- Go to the Financial tab of the quote.
- In the Purchases section, click Create a purchase.
- Fill in the purchase information:
- Purchase name (e.g. Hotel – stay, Local transport, Full-day guide, etc.)
- Check value: estimated total amount of the purchase
- Supplier: select the relevant supplier (mandatory)
- Save the purchase.
➕ Add a supplier invoice
Once the purchase has been created, add one or more supplier invoices:
- Click Add an invoice.
- Fill in the invoice information:
- Invoice date
- Invoice amount
- Due date
- Invoice number
- Attach the invoice document.
- Save your changes.
👉 You can add one or several invoices for the same purchase (e.g. partial or complementary invoices).
💳 Record supplier payments
When the invoice(s) are paid:
- Add one or more payments to the purchase.
- Fill in the payment information:
- Payment date
- Amount paid
- Payment method
- Save the payment.
👉 What happens next in Caladeo
When the total amount of payments equals the total amount of invoices and matches the purchase check value, the purchase is automatically marked as Complete.
This allows you to quickly identify purchases that are fully paid and those that are still outstanding.
❓Frequently asked questions
Can I add several invoices to the same purchase?
Yes. A single purchase can include multiple invoices from the same supplier.
Can I add several payments to the same purchase?
Yes. You can record multiple partial payments until the purchase is fully paid.
⚠️ Good to know
- Make sure the check value matches the expected total purchase amount.
- Attaching supplier invoices helps centralize all documents in one place.
- The Complete status makes it easier to track fully paid purchases.