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Adding Invoices

There are two ways to add invoices to CloudBars for supplier services like cottage maintenance, cleaning, and repairs.

Choose your method

Choose the method that works best for your situation:

  • Create Manual Invoice

    Manually enter invoice details when the invoice file isn't available

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  • Bulk Upload Invoices

    Upload multiple invoice files at once for automatic processing

    Get Started

Create manual invoice

Use this method when: - You don't have a digital copy of the invoice - The invoice details are unclear or hard to read - You prefer to enter information manually

Steps to create a manual invoice

  1. Navigate to Finance > Invoices > Add Invoice
  2. Click Create under "Create Manual Invoice"
  3. Fill in the invoice details:
    • Cottage and Owner: Search and select the property and owner
    • Supplier: Choose the company or person providing the service
    • Invoice Reference: Add any reference number (optional)
  4. Add line items for services:
    • Description: What work was done (e.g., "Plumbing repair", "Weekly cleaning")
    • Quantity: Number of items or hours
    • Amount: Cost in pounds
  5. Review the total amount
  6. Click Confirm to submit

Finding the right cottage and supplier

Start typing the cottage name and the system will show matching options. The same works for suppliers. Use the dropdown on the left to search by address or contact details

Bulk upload invoices

Use this method when: - You have digital copies of multiple invoices - You want to process several invoices at once - You prefer automatic processing where possible

Steps to upload invoices

  1. Navigate to Finance > Invoices > Add Invoice
  2. Click Upload under "Bulk Upload Invoices"
  3. Select a Supplier (optional — can be left blank and set later during review)
  4. Drag and drop your invoice files onto the upload area, or click to browse and select them:
    • You can upload up to 50 files at once
    • Supported formats include PDF and images
  5. Review the list of files to be uploaded
  6. Click Confirm to start processing

File requirements

Make sure your invoice files are clear and readable. Poor quality scans may require manual review.

What happens after upload

  • The system automatically extracts information from each invoice
  • The cottage and owner are autodetected from the invoice details
  • If everything can be identified and the rules pass, processing happens automatically
  • If details are unclear or the rules don't pass, the invoice will be flagged for manual review

Supplier is required before approval

A supplier can be left blank at upload, but every invoice must have a supplier before it can be approved. The finance team will be prompted to set it during review.

After adding invoices

Regardless of which method you use:

  • Automatic processing: Most invoices will be processed automatically based on your business rules
  • Manual review: Some invoices may require the attention of the finance team if details can't be verified

Processing time

After submission, the invoice will be processed against your business rules. This may take a few minutes, the invoice may then require review by the finance team.

Next steps