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How an e-invoice is handled in Medius Expense

Updated by Roufaida Djouadi

This only applies if your company has activated the e-invoicing feature in Medius Expense and is set up to receive e-invoices. If you are unsure, contact your company administrator.

When a merchant issues an e-invoice with your routing IDs, Medius Expense automatically processes it and either creates a new expense or reconciles it with an existing one — without any manual action required from you.

E-invoice reception flow
  1. The merchant issues the e-invoice and submits it to their PA (accredited platform).
  2. The PA routes it to your company's PA.
  3. Your company's PA transmits the e-invoice to your Medius Expense account.
  4. Medius Expense receives the e-invoice and identifies the recipient employee using their professional email address.
  5. Medius Expense checks whether a matching expense already exists for that employee.
If Medius Expense cannot identify the recipient employee — for example because the email address was missing or entered incorrectly by the merchant — the e-invoice will not be automatically assigned to you. Instead, it will appear as Unassigned in the e-invoice list, where your company administrator or accountant can assign it manually. See Monitor received e-invoices in Medius Expense.
How Medius Expense processes a received e-invoice

Scenario 1 — No matching expense exists

Medius Expense automatically creates a new expense on your behalf and:

  • Pre-fills the expense fields with the e-invoice data.
  • Makes the original e-invoice file downloadable from the expense.
  • Displays a generated readable PDF on the expense in the receipt tab. A second tab is always available if you want to attach the paper receipt manually.
  • Applies an e-invoice tag on the expense to indicate that it includes an e-invoice.
  • Notifies you by email and by push notification on mobile.

Scenario 2 — A matching expense already exists

If a matching expense already exists — for example, one you created manually or one generated from a bank transaction — Medius Expense automatically reconciles the two. The e-invoice is merged with the existing expense and:

  • Expense fields are updated or completed with the e-invoice data (where fields differ and were not used as matching criteria).
  • A generated readable PDF is displayed on the expense in the dedicated tab, alongside the receipt displayed in a second tab.
  • The original e-invoice file is made downloadable from the expense.
  • An e-invoice tag is applied on the expense to indicate that it includes an e-invoice.
  • A Merged tag is applied on the expense to indicate that a reconciliation has taken place.
  • A banner is displayed on the expense to inform you that a merge occurred.

The merge is not applied until you confirm it by clicking Save on the expense.
What to do if the merge is incorrect

If Medius Expense has matched your e-invoice to the wrong expense, you can undo the merge directly from the expense:

  1. Open the merged expense.
  2. Use the undo merge option to detach the e-invoice from the expense.
  3. The e-invoice is removed from the expense and a new expense is automatically created from the e-invoice data.
Once the merge is undone, the original expense returns to its previous state and the e-invoice is reprocessed as a new expense.

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