Review and process e-invoice expenses
When employees submit expenses, two types may carry e-invoicing indicators visible to approvers and accountants: expenses with an attached e-invoice (E-invoice tag), and expenses where the employee overrode the system's e-invoice expectation (E-invoice not expected tag).
Expenses with an attached e-invoice
When an e-invoice is attached to a submitted expense, the expense displays an E-invoice tag. This tag indicates that a compliant electronic invoice has been received from the merchant and linked to this expense.
From the expense, approvers and accountants can:
- Preview the generated PDF of the e-invoice directly in the dedicated e-invoice tab, allowing them to review the expense details against the invoice data (merchant, amount, date, VAT, etc.).
- Download the original e-invoice file (Factur-X, UBL, or CII format) for audit or accounting purposes.
Expenses where the employee overrode the e-invoice expectation
In some cases, Medius Expense may detect that an expense falls within the scope of the French e-invoicing reform and automatically tag it as "E-invoice expected", blocking submission until the e-invoice is received.
However, an employee can choose to override this and submit the expense anyway by marking it as "Not expecting an e-invoice", which requires them to provide a written justification in the expense description.
When an approver or accountant reviews such an expense, they will see:
- An "E-invoice not expected" tag on the expense, indicating the employee has overridden the system's expectation.
- A banner on the expense detailing the action taken by the employee and the justification they provided.
What approvers and accountants should do
The approver or accountant must decide whether the justification is valid:
- Approve — if the employee's reason is legitimate (e.g. the merchant is not subject to e-invoicing obligations, the employee didn't ask for an e-invoice, or another valid exception applies).
- Reject — if the justification is insufficient or if the e-invoice is expected and should be received before the expense is submitted. In this case, it is recommended to inform the employee in the rejection comment that they should wait for the e-invoice to arrive in their Medius Expense account before resubmitting.
