Start with the source and the right community
A useful invoice should explain the charge, identify the right recipient, and agree with its supporting record. Urbira can extract information from an uploaded document with AI so an authorized person can review the details before creating the invoice. Extraction prepares information for review; it does not approve a charge or decide how the community should bill it.
Confirm the selected community, the purpose of the document, and your authority to create the invoice. Access depends on your role, subscription, and the community’s configuration. If you cannot see the upload or creation option, ask an authorized administrator to check your access.
Use a readable, complete source. Check that amounts, dates, currency, recipient information, and any allocation or balance explanation are visible. Avoid uploading unrelated personal or confidential information.
For AI-assisted processing in a community, check the credit balance of the account responsible for that community. Authorized participants use that account’s credits; the unit owner receiving the invoice does not need to buy a separate plan for this workflow. An insufficient-credit message is different from a permission problem or expired subscription. Ask the responsible account owner to check the relevant restriction before retrying. These service credits are also different from a credit or prior balance printed on the source document. See the subscriptions guide for coverage and credit details.
Upload and compare the extracted details
Open the invoice upload workflow and submit the document using the supported upload options. When the analysis is ready, review the extracted information alongside the original. Read any warnings; a confidence indicator is not a substitute for checking the source.
Confirm the document reference, issue and due dates, descriptions, quantities, line amounts, taxes, discounts, and total. Correct missing or misread values before continuing. When a quantity was inferred or a number is ambiguous, use the document and your community’s records to resolve it rather than accepting the suggestion automatically.
Choose the appropriate building and unit, and the bank account associated with the invoice. Check the recipient carefully even when the document contains a name or address. If you started from a specific unit, verify that it is the intended recipient.
If a document was analyzed under the wrong type, use the type-change option in the analysis history when it is available, then review the new analysis. A document already used to create a financial record cannot be reclassified this way. Ask the responsible administrator how to correct an existing record rather than creating a duplicate.
Decide how a shared charge applies to the unit
A document may show a community-wide cost, a unit’s share, or both. Applying a percentage again to an amount that already represents the unit’s share can produce the wrong charge.
Review the allocation choice when it appears:
- Preserve printed unit amounts: keep the reviewed amounts assigned to the unit in the source.
- Recalculate using unit aliquot: calculate the share from the available base amount and the selected unit’s configured percentage. This requires both a base amount and a configured unit aliquot.
- No allocation applies: use this only when the charge does not require a shared-cost allocation.
Compare the document’s percentage with the unit setting. If they differ, establish which treatment is authorized before creating the invoice. The software helps apply the chosen calculation; it does not determine the governing allocation rule.
Confirm a document credit or debt separately
Current charges are kept separate from any prior credit or debt printed on the document. Including that amount requires explicit confirmation as a document adjustment; Urbira does not automatically carry forward a statement balance. Check existing invoices and payments first to avoid recording a credit or charge twice. For example, current charges of $101.32 with a confirmed document credit of −$3.09 produce a total of $98.23.
Review the resulting total after making that choice. If the line items do not reconcile with the current charges, investigate the discrepancy. A reviewed rounding adjustment can account for a justified rounding difference; it should not hide missing charges, incorrect quantities, or an unexplained balance. Resolve required review decisions before proceeding.
Confirm the currency and optional conversion
Check the document currency, especially when it is uncertain. Urbira records the invoice in the community’s currency. When the source currency differs, you can choose to apply currency conversion if a quote is available. Review the displayed rate and recorded-total preview before confirming.
Leaving conversion off does not preserve the invoice as a foreign-currency invoice. The reviewed numeric amounts are recorded in the community’s currency without conversion. For example, if the reviewed amount is 100 and the community currency is USD, leaving conversion off records 100 USD, even if the source document says EUR. Continue only when that treatment matches the intended record.
If conversion is unavailable, do not assume that continuing without it is financially equivalent. Resolve the intended treatment with the responsible person. A refreshed quote may change the preview, so check the rate and total again before creation.
For more detail, see currency conversion for invoices and shared costs and unit percentages.
Create the invoice and verify the result
Before selecting the creation action, check the recipient, account, dates, line items, allocation treatment, prior-balance choice, any rounding adjustment, currency decision, and final recorded total together.
After creation, open the invoice and verify that the resulting record matches your reviewed choices. Keep the source and the explanation for any correction or calculation available to authorized people. Creating the invoice does not mean a payment has been received or that the charge has obtained every approval required by the community.
For broader financial review and handoffs, see the Urbira workspace guide and the self-managed board operations guide.
This guide explains a product workflow, not accounting, legal, or tax advice. Confirm financial authority and treatment with the community’s procedures and qualified professionals when needed.