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.
Once validated, the invoice status will update (e.g., paid, unpaid, or partially paid).
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 of your keyboard after adding the invoice reference. The system won't accept your entry unless you do that.