Invoice stuck on Needs check

An invoice gets Needs check (on Costs: Review needed) when the AI isn't confident enough, details are missing, or it looks like an earlier invoice. It only moves on once someone has looked at it.

Steps

1. Go to Costs > To review and click Review.
2. Under Invoice details, compare the values with the document: Invoice, Supplier, Invoice Date, Subtotal and VAT amount.
3. Something wrong? Click Edit, correct it and click Save.
4. Seeing Category missing? Check that Business or personal is set correctly; your accountant chooses the right ledger account.
5. Seeing Possible duplicate? Check whether you uploaded the invoice twice.

Why is it still there?

• Seeing Accountant review required? Your accountant must approve the remaining bookkeeping questions. Your part is done once the details are correct. Want to speed it up? Message your accountant via Messages and link the invoice.
• Working without an accountant, or unsure who should approve it? Ask for a colleague in the chat.

Good to know

• A poor scan or photo leads to Needs check more often. Upload the original PDF when you can.
• The Overview shows how many invoices still await review.

Still stuck?

Invoice still on Needs check after you and your accountant checked it? Ask for a colleague in the chat and mention the supplier and invoice date. The chat can't change bookings for you.

Updated on: 28/09/2026