Downloading invoices

This article guides Client Admins on how to access and download various types of invoices directly from the ITILITE platform, ensuring clarity on availability and download options.

Table of Contents

• Accessing Invoices
• Downloading Invoices as a Client Admin
• Understanding Invoice Types
• Handling Large Invoice Downloads
• When Invoices Become Available
• Pro-Tips & Guardrails
• Verification & FAQs

Accessing Invoices

Client Admins and Finance Admins can access all company invoices from the Finance section of the ITILITE platform. Navigate to Finance, then select Invoices to view billed transactions and download associated invoices.

Travelers can view and download their individual invoices from their Staff dashboard.

Downloading Invoices as a Client Admin

From the Finance → Invoices page, you can view billed transactions and download invoices using several methods:

• Individual Invoice Download: For each billed transaction listed, an Invoice download button is available. This button is enabled only if an invoice has been generated and is ready for download.
• Custom Date Range Invoice Download: You can select a specific date range using the Date Range Picker to view transactions within that period. After applying filters, you can download a ZIP file containing all invoices for the selected period, along with an invoice summary or MIS report. The default view shows transactions for the last one month.
• Prepackaged Invoices: ITILITE provides ready-made bundles of invoices for the last three months. These prepackaged files include both invoices and an MIS report for convenience.

Understanding Invoice Types

ITILITE supports various invoice types to cover different aspects of your travel and expense management. These include transaction invoices, service fee invoices, and vendor invoices.

• For organizations with combined transaction and service fee invoicing enabled, you may see "Transaction + SF" invoices. These can be available as unsigned or digitally signed versions.
• When downloading invoices in bulk, signed and unsigned versions of "Transaction + SF" invoices will be organized into separate folders within the downloaded ZIP file.

Handling Large Invoice Downloads

To ensure optimal performance, ITILITE manages large invoice and MIS report downloads efficiently. If your download request is extensive, the system will process it in the background and send you an email with a secure download link.

• If you request invoices for a date range exceeding 90 days, or if the download processing takes longer than 15 seconds, you will receive an email containing a link to download your data. This link remains active for 7 days.
• You can have up to two report download requests in progress simultaneously. If you attempt to initiate more, you will be prompted to wait until one of the existing requests is completed.

When Invoices Become Available

Invoices become available for viewing and download in ITILITE after they have been successfully generated and migrated into the platform's database. This process ensures that all invoice details are accurately stored and accessible.

For invoices generated through external systems, a scheduled job handles their download and migration into ITILITE. Once this migration is complete, the invoices will appear in your Finance → Invoices section.

Pro-Tips & Guardrails

Verification & FAQs

After initiating a download, you can verify the success by checking your local downloads folder for the invoice file(s) or your email inbox for a download link if the request was large.