Invoices is a section in the Funding & Tenders Portal under the Procurement centre where Accounting Managers defined either at the level of the organisation, at the level of the Framework Contract or at the level of the specific contract can view and follow up the invoices: 

  • Nominated as Accounting Manager at organisation level, you will view and be able to manage invoices of all contracts the organisation participates in 
  • Nominated as Accounting Manager at framework contract level, you will view and be able to manage invoices of all contracts the organisation participates in and that are under the framework contract
  • Nominated as Accounting Manager at a specific contract level, you will view and be able to manage invoices related to this specific contract only

(warning) To see and be able to manage invoices for a contract from Invoices section, a first invoice must have already been created for the contract. 

When creating the first invoice for the contract, accounting managers need to use the action available via the Contracts section.
See the instructions on how to submit a first invoice for more information.


View invoice(s)

As soon as an invoice has been created for your framework contract or contract, it will be retrieved in the Invoices section of the Procurement centre.

As Accounting Manager, you will then view the invoices along with their details and status. 


For each invoice, you will see the:

  • invoice reference

  • contract id

  • invoice issue date

  • contractor involved (Supplier)

  • invoice type

  • status (draft, submitted)

  • last update date
  • Actions button to edit, duplicate or delete an invoice

Invoice status & actions

Via the Invoices section, accounting managers will be able to:

  • edit a draft invoice and submit it

  • create and submit a new credit note
  • create a credit note based on a submitted commercial invoice
  • copy an invoice or credit note
  • delete draft invoices and credit notes
  • download and preview submitted invoices and credit notes

To create the first invoice on a contract signed in the Funding and Tenders Portal, accounting managers will have to start from the contract via the Contracts section.

The process for preparing and sending blank invoices or credit notes - when the contract was not signed in the F&T Portal - is similar to the process followed for preparing and sending invoices and credit notes for contracts signed within the F&T Portal.
See how to manage invoices and credit notes.

Depending on the back office used by the contracting authority being invoiced and the tool used by the contractor to prepare and send invoice, the invoice statuses may vary.

In the F&T portal, invoices status may be:

  • in Draft
  • Received/In Progress: Invoice is successfully received in contracting authority's back office or contracting authority reactivates the invoice upon reception of any missing document/information/credit note (invoice was previously suspended).
  • Approved
  • Rejected

Whilst Credit Notes status may be:

  • in Draft
  • Submitted
  • Received
  • In Progress

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