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Submitting to Accounting

Once an invoice has been reviewed and its line items matched, you can submit it straight to your accounting platform (Xero, QuickBooks, or Sage) as a supplier bill. Brikly carries across the supplier, totals, VAT, account codes, and (optionally) the original document, so your bookkeeper does not have to key it in again.

You will find the Submit to Accounting panel near the bottom of the invoice detail page, once your accounting integration is connected.

Submission settings​

Select the settings (gear) icon on the panel to choose how the bill is built. There are two ways to send the line detail.

This is the default. Each invoice line becomes its own line on the bill, with its own description, account code, and VAT rate. Choose this when you want:

  • Better tracking of ingredient costs and supplier performance
  • Detailed profit and loss analysis by ingredient category
  • Brikly's AI to keep learning your account-code preferences

Grouped by category and VAT rate​

If you untick Send Individual Line Items, Brikly groups the invoice into one bill line per account code and VAT rate. In practice this totals your ingredients, then your consumables, and splits each by VAT rate, the way many bookkeepers enter an invoice manually.

Each grouped line is named from your accounting chart of accounts, for example Cost of Goods Sold (12 items) and Packaging (4 items). Because the lines are split by VAT rate, a mixed-rate delivery (some zero-rated food, some standard-rated cleaning) is reported with the correct VAT on each line.

Choose this when your bookkeeper prefers a tidy, summarised bill rather than every individual line.

tip

The choice only changes how the detail is grouped on the bill. The supplier, invoice total, and VAT total are the same either way.

Attach original invoice PDF​

When ticked, the original invoice document is attached to the bill in your accounting platform, so the source is always one click away. This is independent of the line-item choice above, so a grouped bill can still carry the full original document.

Skipped and deleted lines​

Skipping a line item only tells Brikly not to match it to an ingredient or consumable and not to record a price for it. Skipped lines are still included on the accounting bill, so the bill always reconciles to the real invoice total. If you do not want a line on the bill at all, delete the line item before submitting.

Before you can submit​

All line items must be matched or skipped, and any price changes must be reviewed, before an invoice can be submitted. If issues remain, you can still send the bill as a draft for your bookkeeper to finish in the accounting platform.

If no accounting integration is connected, the panel is replaced with a simple Mark as Complete action instead.