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

# Payments How-To

> Create invoices, approve them for payment, and manage tax codes and rates.

## How do I create an invoice for payment?

<Steps>
  <Step title="Navigate to the Payments tab" />

  <Step title="Select Create Invoice in the top right hand corner" />

  <Step title="Choose the Lease">
    The Currency will default to the currency entered into the Lease.
  </Step>

  <Step title="Choose the Contact from the Payable to list to address the payment to" />

  <Step title="Enter the Invoice received date" />

  <Step title="Choose who will populate the invoice">
    Choose who will populate the invoice with the remaining required information — select a user from the **Assigned to** drop-down list (e.g. **Spacebase**, if the Abstraction Team supports creating invoices on your behalf).

    If you choose your company name, another field will appear to choose a user under **Assigned to user**.
  </Step>

  <Step title="Add a Description or any relevant notes" />

  <Step title="Upload any applicable files">
    For example, an Invoice PDF if received.
  </Step>

  <Step title="Select Create Invoice" />
</Steps>

This process will prompt the rest of the Invoice fields to be completed by the user that the invoice has been Assigned to. They will receive an email to update the invoice with the remaining details required.

## What does the Assigned to user need to complete for the invoice to be ready for payment?

In the newly created Invoice:

<Steps>
  <Step title="Select Edit Invoice" />

  <Step title="Add the Invoice number" />

  <Step title="Edit any fields that were originally selected during the creation of the Invoice" />

  <Step title="Enter the Date due" />

  <Step title="Enter the Invoice date, if applicable" />

  <Step title="Update the Status, if applicable" />

  <Step title="Update the Assigned to, if applicable" />

  <Step title="Edit the Description" />

  <Step title="Select Update Invoice" />

  <Step title="Select the Edit Expenses button" />

  <Step title="Filter the expenses">
    Ensure the **Start date** and **End date** are appropriate for this payment. Additionally, you can filter by Expense Category. Once you have updated the fields, select **Filter**.
  </Step>

  <Step title="Select the expenses">
    In the **Unselected Expenses** box, you can select individual expenses by clicking on the grey check mark circle at the start of each row, or press **Select All**. Any selected Expenses will move to the **Expenses** box.
  </Step>

  <Step title="Add a Tax code from the drop-down menu, if applicable" />

  <Step title="Optionally add expenses not in the Lease">
    You can select **Add expense** to add additional expenses not in the Lease.
  </Step>

  <Step title="Press Update Expenses" />

  <Step title="Mark the invoice ready for approval">
    The Assigned user should now **Edit Invoice** and change the Status to **Ready for approval**.
  </Step>
</Steps>

## How do I approve the invoice and prompt the system to send the invoice for payment?

Under **Invoice Actions**, select **Approve Invoice**.

**To record payments, there are three methods:**

### Manually record the payment information

* In the Invoice, navigate to the **Payments** section.
* Click on **Edit Payments**.
* Add the Payment number, Date, and Amount.
* Select **Add payment** to add additional payments.
* Select **Update Payments**.

### Import payments from a file

* In the Invoice, navigate to the **Payments** section.
* Select **Import Payments**.
* Select **Choose File** and upload the applicable CSV template.
* To obtain the CSV template: on the Invoice page, select **Export Payments** to save the CSV Template.
* Open the Template in Excel and update the information.
* Select **Import**.
* The screen will navigate back to the Invoice page, with the new payments added.

### Automated from your ERP

See [ERP / AP Integration](/payments/overview#erp--ap-integration) on the Payments overview page.

<Note>
  Once the sum of the Payments is equal to or greater than the Total Approved Invoice amount, the Status of the Invoice will change to **Paid**.
</Note>

## How do I manage Taxes, Tax Codes, and Tax Rates?

<Steps>
  <Step title="Navigate to the Company tab" />

  <Step title="Select the Company Settings tab" />

  <Step title="Select the Tax Codes tab" />

  <Step title="Select Create Tax Code" />

  <Step title="Add a Code">
    In the **Code** field, add a short descriptor for the type of tax (e.g. "UK-VAT").
  </Step>

  <Step title="Select the Tax type from the drop-down list" />

  <Step title="Check the Is recoverable box if applicable" />

  <Step title="Enter a Description, if applicable" />

  <Step title="Enter notes, if applicable" />

  <Step title="Enter the City, State/Province, and Country" />

  <Step title="Select Create Tax Code" />
</Steps>

To edit a Tax Code, select the row, update the fields, and select **Update Tax Code**.

Next, you will need to add a Tax Rate to the Tax Code. This is important, as tax rates change, you maintain one Tax Code with different Tax Rates at different periods of time.

<Steps>
  <Step title="Navigate to the Company tab" />

  <Step title="Select the Company Settings tab" />

  <Step title="Select the Tax Codes tab" />

  <Step title="Select Create Tax Rate" />

  <Step title="Select the applicable Tax Code from the drop-down list" />

  <Step title="Provide the Rate" />

  <Step title="Provide the Start date" />

  <Step title="Select Create Tax Rate" />
</Steps>

You will now see the Tax Code updated with the **Latest Rate** populated as the most recent Tax Rate from the table below. When you add a new Tax Rate with a more recent date, the Latest Rate will update to the most recent Tax Rate.

To edit a Tax Rate, select the row, update the fields, and select **Update Tax Rate**.