When you upload paper invoices or PDFs to Banqup, you'll see them marked as "Awaiting validation." This article explains what this means and what you need to do.
What is the "Awaiting validation" status?
Invoices uploaded to Banqup require validation depending on their format:
E-invoices (XML/UBL format): Automatically validated by the system.
PDF (or scanned files): Marked as "Awaiting validation" and require manual review of the OCR results to check if all key data is correct before the invoice can move forward.
Why invoices require validation
E-invoices in XML/UBL format (like Peppol e-invoices) are automatically validated by the system if the file is correctly formatted.
PDF or scanned invoices go through OCR (Optical Character Recognition), which may miss or misread details, so these require manual validation to ensure the information is right before you're able to pay purchase invoices or send sales invoices.
How to validate an invoice
Follow these steps:
Go to Purchase Invoices or Sales Invoices.
Open an invoice marked as "Awaiting validation".
Check the data shown on the screen.
If needed, fix or fill in missing info.
Click Save when all looks good.
Click Approve when the invoice can truly enter your account, be forwarded to your accountant and your integrations (given you're connected to a partner space from your accountant and/or have integrations active).
Once approved, the invoice status will update (e.g., paid, unpaid, or partially paid).
Adding an invoice reference to imported credit notes
If you are validating an imported PDF credit note (purchase or sales), you should link it to the original invoice by adding the invoice reference manually:
Open the credit note (with status: Awaiting validation).
In the Invoice reference field, type the invoice number that the credit note relates to.
There are two possibilities here:
The invoice is found in your Banqup space → a suggestion appears. Click on it.
The invoice is not found in your Banqup space → Press ENTER or TAB on your keyboard to confirm the value. The reference is only retained after pressing Enter.
Important note
You are responsible for making sure the data is correct. Always double-check before validating an invoice.
Frequently asked questions
How long does an invoice remain in "Awaiting validation" status?
Until a user checks and validates it.
Can I delete an invoice in "Awaiting validation"?
Yes. Click on the three dots, then Delete.
I received a credit note but I can't validate it because the invoice reference is missing. What can I do?
You should add the number of the relevant invoice in the Invoice reference field. If you're having trouble adding the reference, make sure to hit the 'enter' key or the 'tab' key of your keyboard after adding the invoice reference.
My invoice remains in "Awaiting validation" despite all the information being filled in. What can I do?
Once the data is properly filled in, you have to approve the invoice (the Approve button is available next to the Save button in the invoice details page, or available when you select your invoice from your list of purchase/sales invoices).