1. Frequently Asked Questions (FAQ)

Frequently Asked Questions (FAQ)

General ledger accounts and/or creditors are not displayed on the check and process screen. What now?

In most cases, this is due to changes made to the accounting package. The master data must then be updated. Read more about updating the master data.

In which ways can I upload invoices?

You can upload documents via the portal, e-mail and the mobile app:

  • Portal: PDF (including bulk invoices)
  • Email: PDF (including bulk invoices) + UBL
  • Mobile app: Photos of receipts

Read more about uploading documents.

Where can I find the e-mail address for delivering invoices by email?

You can find this email address at the accounting record settings. To do this, go to Settings > Accounting records. The e-mail address is under the heading ‘Mailbox’. 

How can I change a user's email address?

You cannot change a user’s email address. You can create a new user with the correct e-mail address (and delete the old user).

Does the invoice from TriFact365 automatically end up in the workflow?

The invoice that you receive from TriFact365 is sent by email to the specified billing address. Would you like to send the invoices directly into the workflow?. Click here to read how you can set this.

Can I process invoices for accounting records that are exempt from VAT?

Yes, we have a special accounting record setting available for this.

Read more about VAT exempt.

Is it possible to book invoices blocked for payment?

Yes, this is possible for most accounting packages.

Read more about blocked for payment

Where can I find the PDF in my accounting system?
What is the difference between authorizing and confirming invoices?

Authorization is done before checking the invoice and confirmation is done after checking the invoice. When authorizing you approve or reject the invoice immediately after it enters the workflow of TriFact365. When confirming you approve or reject the final booking proposal of this invoice. After this the booking will end up in the accounting package.

How do I authorize invoices?

To be able to authorize, the following must first be set:

  1. Ensure that the user(s) have been granted the “Authorization” right
  2. Ensure that the user(s) is/are assigned to the relevant administration(s)
  3. Set an authorization schedule (Read more)
  4. Set up email reminders if necessary (Read more)

After you have set this, the invoices can be authorized. Read more about authorizing invoices.

How do I confirm invoices?

To be able to confirm, the following must first be set:

  1. Ensure that the user(s) have been granted the “Confirmation” right
  2. Ensure that the user(s) is/are assigned to the relevant administration(s)
  3. Set an confirmation schedule (lees meer)
  4. Set up email reminders if necessary (Read more)

After you have set this, the invoices can be authorized. Read more about confirming invoices.

How do I change the email address for billing?

NOTE: Only the ‘Owner’ of the account can change the e-mail address for billing. This can be adjusted in the Account details.

Read more about changing the email address for billing.

How long are my documents kept in the TriFact365 digital archive?

All processed invoices and receipts are kept in the digital archive as long as you have a subscription. Would you like to download the archive? Contact us or read more here