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What Can I Do If My Invoice Has Been Rejected?

If your invoice has been rejected or deemed invalid, you will receive an email informing you of the situation and which invoice or invoices are affected.

The first step is to understand why the rejection occurred. Generally, this is because the uploaded documents are not valid or correct invoices. They may be screenshots of payments, personal expenses (such as coffee, meals, or cinema tickets), low-quality photos of receipts, or unreadable documents.

We recommend visiting the Companio dashboard to understand the reasons for each document, which you can see by going to the corresponding section (Expenses or Sales), locating the affected document, and clicking on the "Why was it rejected?" action.

Rejection options

It is important to understand that there are two types of rejections:
Our "Accounting Guardian" system constantly detects incorrect invoices and documents and notifies of such rejections. These automatic rejections by the system can be "appealed" (as the system can make mistakes). Such documents will appear as "Rejected (Can be appealed)".
Our accounting team can manually reject a document or invoice if it does not meet the requirements for such documents. In that case, the rejection is final and cannot be appealed. Such documents will appear as "Rejected (Rejection confirmed)".

Therefore, once you understand why the document has been rejected and check the content of that document, you have two options.
Replace the document with a correct one. Choose the option "Replace with correct document" and simply choose a new document from your device.
If it has been rejected by the system, and you still believe the invoice is correct, you can appeal the decision by selecting "Appeal rejection". One of our accountants will review it in that case.

What if I have incurred an expense for which I cannot obtain a correct invoice (such as a personal expense)?

In that case, it is best to delete any document that has been rejected and mark the bank transaction as "Personal expense (non-business)". Please note that personal expenses are not deductible and may incur tax payments to the Estonian authorities. You can learn more about deductible and non-deductible expenses here.

Updated on: 10/04/2024

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