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Process Invoices

Modified: 4 Jun 2026 Vista Accounts Payable Help

Once Automatic Invoicing has populated the header data for the PDFs in the batch, you can review the results, correct any errors, and then send the invoices to Vista.

Note: If you start this procedure, and need to exit before finishing, you can save your progress and return to this page at any time. To do so, select Save and Resume Later. The saved batch will be visible on the Invoices page, where you can select Continue to re-open and complete it at another time.

Note: Only vendors with a “Last invoice date” within the last 12 months are recognized and automatically populated by Automatic Invoicing. If the Vendor field is not auto-filled, you can enter a vendor name to search for that option. When the vendor is used in subsequent invoices, Automatic Invoicing will recognize the vendor and automatically populate that field.
  1. From the thumbnails at the top of the page, select an invoice to view the details.
    The following describes the icons in bottom-left corner of the thumbnail images:
    • - Indicates the selected invoice.
    • - Indicates a duplicate invoice.

      For a duplicate invoice, you can select the yellow warning icon in the Invoice Details section to open a drop-down menu with information about when the invoice was previously uploaded and in what batch. From the drop-down menu, you can also select a date to view the previous invoice.

      Check the invoice details to verify that the invoice is, in fact, a duplicate. If so, you can remove it by selecting the trash icon in the lower left-hand corner. If it is not a duplicate, correct the details as described in the following step.

    Tip: You can use the arrow keys to switch between invoices.
  2. In the Invoice Details section of the page, review the information that Automatic Invoicing enters in the displayed fields. If you need to correct a value, you can type directly in the field or click the select tool , and then select the value from the PDF viewer. The field will be updated with the selected value. Required fields that are missing a value are indicated in red.
    Note: To move an invoice to another batch, select the ellipses icon in the upper right then either create a new batch or select an existing batch for the invoice. Select Move to Batch to confirm.

    These are the fields that Automatic Invoicing can send to Vista.

    • Vendor
    • Invoice Number
      Note: You cannot send an invoice with a duplicate invoice number for the same vendor.
    • Company
    • Invoice Date
    • Month
      Note: You can modify the month field behavior in the invoice settings.
    • Invoice Total
    • Purchase Order Number
      Note: In Vista, the PO field in the Unapproved Invoice Header is only available in version 2024 R1 and onward.
    • Description
      Note: If the invoice does not contain a description, Automatic Invoicing generates one based on other information within the invoice. This can be adjusted in the invoice settings. Descriptions must be 60 characters or less.
    If your Trimble Construction One account is linked to a VA User profile, Automatic Invoicing also populates your account ID in the Entered By field in Vista. Otherwise, this field is left blank.
    Note: In Vista, the Entered By field in the Unapproved Invoice Header is only available in version 2024 R1 and onward.
  3. Once you have reviewed an invoice, made any corrections, and entered values in the necessary fields, you can send the invoice to Vista. Select Send to Vista.
  4. Alternatively, you can select Send all Invoices to send all invoices in the batch. Note this option is disabled if there are any errors in any invoice.
    1. In the Send to Vista dialog, select SEND ALL INVOICES to send the batch Vista.
    2. Stay on the page and wait until it confirms that the send is complete.
    Note: The Send all Invoices options must be enabled in Invoice Settings; see Edit Invoice Settings.

The invoice / batch of invoices is sent to Vista, and added to the AP Unapproved Invoice Entry Form.

When an invoice is successfully sent to Vista, a green check mark appears on the thumbnail image.

You can also see a record of the uploads to Vista by selecting the Completed tab.

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