When a document enters Banqup, its status changes based on the actions taken by the business and its accountant. The statuses aren't the same on each side, and what triggers the export to your accounting software isn't always obvious. This article explains what each actor sees and does at each stage, and when documents are pushed to your integrations.
The three surfaces involved
A Banqup document can flow across three surfaces:
Business Space: where the business processes its own documents (import, validate, approve, pay).
Partner Space: where the accountant reviews their clients' documents through the Client documents app.
Active integrations: external systems (accounting software, storage, etc.) connected to your space to receive processed documents automatically.
Business Space and Partner Space see the same document, but with different statuses that reflect what each side needs to do.
Status mapping between Business Space and Partner Space
Here's how the same document appears on each side at each step.
Business Space status | Partner Space accounting status | Who acts |
Awaiting validation | Client action needed | The business (check, complete, and approve) |
Approved (Unpaid / Fully paid status) | Ready to process | The accountant (bookkeeping) |
The Processed status on the Partner Space side is set manually by the accountant once they've finished their bookkeeping work on the document. It's not automatic.
The trigger: approval
The central event that moves a document from Client action needed to Ready to process on the Partner Space side, and that pushes the document to your integrations, is approval on the Business Space side.
As long as an invoice is saved but not approved, it stays in Awaiting validation for the business and Client action needed for the accountant. No integration receives the document.
When the user clicks Approve in the Business Space:
The invoice is converted to a compliant e-invoice.
The Business Space status moves to Unpaid (or straight to Fully paid if a matching payment is already reconciled).
The Partner Space accounting status moves to Ready to process.
All active integrations on both the Business Space and the Partner Space side receive the document automatically.
Special case: received e-invoices
Received e-invoices (Peppol/UBL) that are correctly formatted are approved automatically by Banqup on arrival. They never pass through Awaiting validation. The export to integrations happens immediately.
For these invoices, the accountant sees Ready to process directly, without the business having to step in.
When and where integrations receive documents
For a document to reach an accounting package (or another connected service such as storage), three conditions must all be met:
The document is approved on the Business Space side (manually for PDFs/scans, automatically for e-invoices).
The relevant integration is active. Check this on the Business Space side in Space settings > Extensions, and on the Partner Space side in the client's profile (Integrations tab).
The integration has been correctly configured (API key, destination folder, etc.) following the steps in the article dedicated to that integration.
An integration active on the Partner Space side delivers the document to the accountant's software (for example an export to Exact Online, Yuki, or Octopus). An integration active on the Business Space side delivers the document to the business's own tools (for example Dropbox or Google Drive). The two flows are independent and can coexist on the same document.
Best practices
From the business side: approve your imported invoices as soon as you've checked the data. The sooner you approve, the sooner your accountant can act.
From the accountant side: use the To check tab in Client documents to spot documents ready for bookkeeping. The Client action needed tab lists documents that the business still needs to handle, not the accountant.
If a document is missing in your accounting software: first check that the invoice has been approved. Then check that the integration is active and correctly configured. If everything seems in order, you can trigger a resend with Resend to integrations in the actions menu (three dots ⋮) of an approved document.
Frequently asked questions
Why does my accountant see "Client action needed" even though I clicked Save on my invoice?
Saving isn't enough. As long as you haven't clicked Approve, the invoice stays in Awaiting validation on your side and Client action needed on the accountant's side. Approval is what releases the document.
My document is approved but didn't arrive in my accounting software, why?
Three possible reasons:
The integration isn't active in your space. Check in Extensions or ask your accountant.
The integration is active but misconfigured. Refer to the article dedicated to that integration to verify the settings.
The document was approved before the integration was activated. In that case, use Resend to integrations in the document's actions menu.
Does a self-billed invoice follow the same flow?
Yes. A self-billed invoice goes through the same steps (validation if it isn't an e-invoice, approval, export to integrations). The only difference is that you're the issuer on behalf of your supplier, but the flow between business, accountant, and integrations is identical.
Can the accountant trigger the export to integrations?
The accountant can use Send to integrations or Resend to integrations from their Client documents view.
If I deactivate an integration, are previously sent documents removed from the accounting software?
No. Deactivating only stops future exports. Documents already pushed remain in the destination software.