---
title: "How to add a payables invoice in Cost tracking"
slug: "how-to-add-a-payables-invoice-in-wrapbook"
tags: ["ai ap", "ai invoice", "ai payable", "automation"]
updated: 2025-12-19T19:35:30Z
published: 2025-12-19T19:35:30Z
canonical: "help.wrapbook.com/how-to-add-a-payables-invoice-in-wrapbook"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.wrapbook.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to add a payables invoice in Cost tracking

> [!NOTE]
> This help article is related to [*Cost tracking*](/v1/docs/about-cost-tracking)
> 
> In Wrapbook, production accountants and administrators can manage AP invoices using either [*Cost tracking*](/v1/docs/about-cost-tracking) or the [*Production Accounting Suite*](/v1/docs/about-production-accounting).
> 
> - [Click here to see how AP invoices work with PAS](https://help.wrapbook.com/docs/about-ap-invoices-pas)

> [!NOTE]
> *Adding and creating invoices in* [*Cost tracking*](/v1/docs/about-cost-tracking) *is* permission based
> 
> To add and create an invoice in *Cost tracking*, your account must have one of the following [roles](/v1/docs/permissions-and-access-control) enabled:
> 
> - Role: *Company Admin, Company Manager, or Project Coordinator*
> - Custom role with:
>   - *AP invoices - Full access, or Create and manage*

## **Creating an invoice in payables**

To create an invoice in *Cost tracking* for payables:

1. In the left-side navigation, click the dropdown menu to select the project that you want to create an invoice for
2. In the left-side navigation, expand the *Cost tracking* menu, and then click **Invoices**
3. On the *Invoices* dashboard, click the **Add invoice** button
4. In the *Add invoice* popup, click the **Create AP** button
5. On the *Invoice* page, enter the required information
  - [*Vendor*](https://help.wrapbook.com/docs/about-vendors)
  - *Invoice #*
  - *Invoice amount*
  - *Invoice date*
  - *Due date*
  - *State worked*
  - *Description*

### **Adding the vendor**

Every payables invoice in Wrapbook needs to be connected to a vendor listed in your company’s [Vendors](https://help.wrapbook.com/v1/docs/vendors-dashboard) database.

- If the name of the *Vendor* on the invoice matches an existing vendor in your company’s database, they’ll be automatically connected and you can proceed to the next step
- If the *Vendor* name doesn’t match an existing vendor record in your company’s database, you’ll be prompted to either create a new vendor or match the invoice with an official vendor in the system
  - To **create a new vendor**, click the button and then enter the vendor information. To learn more, see [Add a vendor](https://help.wrapbook.com/docs/add-a-vendor).
  - To **match the invoice** with an existing vendor in your company’s database, click the search icon and begin typing the name of the vendor. Click the name once it appears to connect it to the invoice.

#### **View and update vendor details**

When processing invoices in *Cost tracking*, you’ll be able to add a vendor’s details without leaving the page. If you make any changes to a vendor’s details, they’ll be applied to the vendor’s record in your company’s [*Vendors*](https://help.wrapbook.com/v1/docs/vendors-dashboard) database.

- You can access information on file for the vendor in the *Invoice details*, under *Vendor*
- If your company has a copy of the vendor’s W9, it will be linked here. If the vendor doesn’t have a W9 on file, an alert will display saying: *No W9 on file*
- You can click **View vendor details** to see the vendor record from your company’s [Vendors](https://help.wrapbook.com/docs/vendors-dashboard) database. To return to the *Invoice details*, click the **Close** button.

To update vendor details from a payables invoice in *Cost tracking*:

1. Under *Invoice details*, click **View vendor details**
2. In the *Vendor details* panel, click the **Edit vendor** button
3. In the *Edit Vendor* popup, click on any of the fields to make changes
4. If you make any changes, click the **Save Vendo**r button

![Editing vendor information including company name, tax classification, and country details.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled20-202025-08-05T154536.104.png)

*In the Edit Vendor popup, click on any of the fields to update. When. you’re done, click the* ***Save Vendor*** *button.*

### **Attaching files to a payables invoice**

To add a digital copy of the invoice document to the payables invoice:

1. Click the **Attach files** button to upload documentation from your computer
2. When you’re finished, click the **Save** button

### **Saving the payables invoice**

Once the payables invoice is saved, it will have a status of either *Unpaid* or *Paid:*

- *Unpaid* - Invoice has been created, but the POs have not yet been relieved
- *Paid* - Invoice has been created, and the POs have been fully relieved

### **Relieving and coding open POs in payables**

You can use the *Relieve open POs* and *Invoice details* sections of the invoice *to*

- Associate existing POs with the payables invoice
- To learn more, see [Relieving POs (Payables)](/v1/docs/mark-a-po-as-paid)

You can use the *Invoice details* to:

- View and track POs that are related to the invoice lines
- See PO line item data including *PO #, Line #, Description, Amount and Close*
- Code the *Line #s*

(Purchase Order) A financial document committing the production to expenditure.