Where invoices come from

An invoice in BudLogix is a bill the store owes: what a vendor charged for product, or what a payee charged for a service. Invoices reach the Invoices screen five ways, and a sixth can raise one from a delivery.

Uploading a file

New invoice > Upload file takes a PDF or photo. A document reader extracts the payer, number, dates, money and line items, and the invoice opens on Edit Invoice as a draft in review. You check it and click Confirm.

Entering by hand

New invoice > Enter manually opens a blank form. Nothing is saved until you click Create invoice, and the invoice is created as Unpaid.

Importing a spreadsheet

New invoice > Import spreadsheet reads up to 300 bills from a CSV or Excel file. Bills come in without line items and land on the Review tab.

A connected mailbox

A mailbox set up on Connections is polled every 10 minutes (each mailbox on its own Check Interval). Invoice attachments become invoices in Review, with the sender as the payee and the reader's extraction filled in. If the reader was unsure of the total or the number, the invoice is also flagged for review.

Apex Trading

Apex is the wholesale marketplace where purchase orders are placed with cannabis vendors. Once Apex is paired on Connections, BudLogix checks it every hour and turns each receiving order into an Unpaid invoice. For a vendor whose invoices come from Apex (set on Vendors & Brands), that happens as soon as Apex shows the order's invoice number, even if the vendor leaves it at Pending Shipment; for any other vendor, once Apex marks it Delivered. It skips Review: there is nothing to check in what Apex sent, and payment is held until the delivery is received. When Apex fills in an invoice you already had, that invoice keeps its status; one still in Review moves on to Unpaid, and a paid one stays paid. Apex invoices are locked: their number, dates, money and lines are what Apex sent, and changing them takes Correct extraction with a reason. When the same order also arrives by email, the Apex record takes precedence and the email copy is kept as a Duplicate of it. If Apex later cancels the order, the invoice is marked Cancelled in Apex and payment is held until someone decides whether goods were received.

Leaf Trade

Leaf Trade is the wholesale marketplace where some vendors' reps enter the orders you send them. Once Leaf Trade is connected on Connections and a seller is linked to its vendor on Vendors & Brands, BudLogix reads your Leaf Trade orders every hour. When the vendor completes an order, it becomes an Unpaid invoice, skipping Review as Apex invoices do, with Leaf Trade's list prices, line discounts and order discount, attached to the purchase order it answers and, where its lines carry Metrc tags, to the delivery they arrived on. If you already have an invoice from that vendor with the same number, typically the emailed PDF, it is matched instead: when the totals agree, Leaf Trade's lines and money replace what the PDF reader found and its status stays as it was; when they disagree, the invoice is left alone and shows Leaf Trade's total; a PDF that arrives after the Leaf Trade invoice is attached to it rather than becoming a second invoice. Orders completed before the seller was linked are kept as history on the Connections card and never become bills. Leaf Trade invoices are locked like Apex's and kept current when the vendor changes the order, and a cancelled order marks the invoice Cancelled in Leaf Trade and holds payment. See Connect Leaf Trade.

From a delivery

Receiving can raise an invoice from a scanned delivery, so the manifest lines become invoice lines. See Receiving.

The review step

Every upload, emailed bill and spreadsheet import waits on the Review tab for a person. Apex and Leaf Trade invoices do not. Approve makes it Unpaid; Reject deletes it. See Approve a reviewed invoice.

Vendors and payees

A vendor is a supplier with a record under Vendors & Brands and, usually, purchase orders and deliveries. A payee is anyone else you pay: created from the Vendor / Payee picker by typing a name and choosing Create payee. Payees have their own page and defaults, but no purchase orders, no deliveries and no ACH bank details.

Where you see this

• Invoices
• Invoice settings
• Connections
• Payee