Updates

Recurring Invoices

Recurring accounts payable invoices can now be managed directly in ibana. In the invoice detail, you can mark an invoice as recurring and define that it should be generated and posted again automatically on a specific schedule.

You can define:

• how often the invoice should be generated again
• how long the recurring invoice should run
• whether generated invoices are approved automatically or need to go through approval again

This makes it much easier to manage rent, leasing, and other recurring invoices without recreating them manually every month or handling them outside of ibana.

Read more in the documentation: Recurring Invoices.

Managing Credit Notes and Supplier Credits

For supplier credit notes, you can now define that the amount should be deducted automatically from the next payment to the same supplier.

ibana then handles the offset automatically, so credit notes and existing supplier credits no longer need to be tracked separately or applied manually when the next payment is made.

This keeps outstanding amounts accurate and makes managing credit notes much easier in your accounts payable workflow.

Warnings for Invalid Tax Rates

ibana now warns you when an invoice uses a tax rate that is not valid for the selected country.

For example, if an invoice is assigned to Austria and contains a 19% tax rate, ibana will show a warning because 19% is not a valid Austrian tax rate.

This helps your team catch incorrect tax treatment earlier and avoid cases where input tax may not be deductible.

Tax Registrations for Multiple Countries

You can now add tax registrations for countries beyond your company’s headquarters and assign them directly on invoices.

This is useful if your company is based in one country but also has tax registrations in others, such as Germany or France. When an invoice belongs to one of those registrations, you can now classify it accordingly in ibana.

ibana will then apply the correct tax rate and tax code for that registration and include it correctly in the BMD export.

This gives your team more control over cross-border invoice handling and reduces manual corrections later.

New List View for Export-Ready Invoices

Export-ready invoices now have a dedicated list view designed for bookkeepers.

Previously, these invoices were only shown in a table. The new view makes it much easier to quickly scan all export-ready invoices and check whether the recorded data matches the invoice itself.

You can move through invoices one by one, see the accounting data in a structured list on the left, and open the invoice PDF directly on the right.

This makes it faster to review export-ready invoices, spot missing information, and verify that everything is ready before export.

Negative Amounts for Invoice Splits

Invoice splits now support negative amounts.

This is useful for refunds or other cases where part of an invoice should reduce the total instead of adding to it.

Negative splits are also highlighted with a visual cue, so you can spot them immediately in the invoice view.

This makes it easier to map special cases correctly while keeping split details clear at a glance.

Tax and Net Amounts in Invoice Detail

Invoice detail now shows tax amounts and net amounts directly in the amount section.

Previously, ibana only displayed the gross amount together with the tax percentage to keep the view visually simple.

Now you can see the full breakdown at a glance without having to calculate the amounts yourself.

This makes invoice details easier to review and helps you understand totals faster.

Open Claims: Improved Reconciliation

We have significantly upgraded our reconciliation algorithm to deliver more accurate matching results.

In addition to automatic matching between AR invoices and bank transactions, ibana now shows recommended matches when multiple invoices are plausible for a bank transaction.

In the bank transaction table, you now directly see the recommended invoice and can apply it with one click.

This helps you reconcile faster while still staying in control when confidence is lower.

Open Invoice Rows in a New Tab

Open invoice details without losing your place in the table. You can now open invoice rows in a new browser tab.

You can open a row in a new tab with:

• Right-click and choose to open in a new tab
• Cmd+click on macOS

This is currently available in the invoice table, where the need is most common.

Partial Invoice Export

You can now export only the invoices you need. On export pages, the invoice table is selectable so you can choose a subset of invoices and create a new export package.

This makes it easy to handle partial exports without downloading everything at once.

UID Verification Visibility

UID verification results are now easier to find, so you can confirm counterparties faster.

You will see the verification status in:

• Invoice detail
• Counterparty table

Calculations in Amount Fields

You can now type simple math directly into amount fields in invoice detail and splits.

Supported operators:

• Addition +
• Subtraction -
• Multiplication *
• Division /

The field will calculate the result automatically.

More Cost Center Dimensions

You can now track invoices with two additional cost center dimensions.

What is new:

• Two new dimensions (KOST3 and KOST4)
• Custom labels in organization settings
• Dropdowns appear only when values are active
• Predictions are supported during invoice scan
• Exports include the new dimensions (BMD and ibana CSV)

Automatic Split by Tax Rate

Invoices that contain multiple tax rates are now automatically split by tax rate.

This keeps the data clean and saves you from splitting items manually.

Custom Fiscal Year Start

You can now define the start month of your fiscal year in organization settings. The default remains January.

This is especially important for exports (BMD and DATEV), which now align cleanly to your fiscal year.

Approval Details in Export PDF

The summary PDF that is attached to exported invoices now includes full approval information.

It now shows:

• Each approval step
• Who approved and when
• Comments from the approval process

Net or Gross Entry for Splits

When splitting an invoice, you can now choose whether you are entering net or gross amounts.

The selection applies to all splits and ibana will calculate totals and taxes accordingly.

FX Rate and EUR Value in Invoice Detail

For non-EUR invoices, you now see the FX rate and the EUR value directly below the amount input.

The FX rate is pulled from the daily EZB rate. You can also edit either the EUR value or the FX rate and ibana will calculate the other automatically.

Create Transactions Manually

Manual transaction creation is back. If you have access to the transactions module, you can now add transactions directly.

A new action in the transaction dashboard and the all-transactions table opens a full-height right-side pane where you can enter the details.

Automatic Approval Workflow Selection

Admins can enable automatic approval workflow selection. If all required data is available, ibana can select and start the appropriate workflow automatically.

You can define priority rules first and optionally let ibana AI choose a workflow based on past behavior (for example, the same counterparty and cost centers). This reduces manual routing and keeps approvals moving.

Approval Step Activation Rules

Approval workflows now support amount-based activation rules for steps.

For example, you can require a CFO step only when an invoice exceeds a specific amount. This makes workflows more precise without adding extra manual decisions.

Updated Permission System

The permission system now lets admins fine-tune access for users. Instead of a single fixed User role, admins can define exactly which modules a user can access.

This gives teams more flexibility while keeping the Admin role unchanged.

Insights v1

Insights v1 introduces a new way to explore both expense and income trends based on invoices in your system.

You can:

• View expenses and income in a bar chart by month, quarter, or year
• See a detailed table below the chart with breakdowns by cost centers and counterparties
• Search and collapse categories to focus on what matters

Enhanced Duplicate Detection

We've updated the invoice duplicate detection to be more reliable and show potential duplicates more prominently.

The system now uses multiple fields to determine duplicates including:

• Vendor
• Invoice number
• Date
• Amount

This multi-field analysis provides more accurate duplicate detection while reducing false positives. Potential duplicates are now displayed more prominently in the interface, making it easier to spot and handle them quickly.

More Precise Recipient Selection

Configure your UID in the settings to help ibana more accurately identify invoice issuers versus invoice payers.

When processing invoices, ibana reads two UIDs - one from the invoice issuer and one from the invoice payer. Previously, the system sometimes confused these two roles, incorrectly identifying the payer as the issuer.

Now you can input your own UID in the settings. This allows ibana to recognize which UID belongs to you (the invoice payer) and correctly identify the other UID as the invoice issuer.

This simple configuration significantly improves the accuracy of recipient selection, ensuring invoices are properly categorized and processed.

Recipient Merging

You can now merge recipients in your database with full control over the process. Select any two recipients and combine them into one while deciding exactly which data to preserve.

Here's how it works:

1. Select recipients: Choose the two recipients you want to merge from your database
2. Initiate merge: Click the merge option to start the process
3. Review conflicts: ibana shows you all fields where the data differs between the two recipients
4. Choose data: For each conflicting field, select which version you want to keep in the merged recipient
5. Complete merge: Confirm your choices and the recipients are combined

This gives you complete control over the merging process, ensuring that you keep exactly the data you want. No information is lost or automatically overwritten - you make every decision about what stays and what goes.

The feature is perfect for cleaning up your recipient database when you discover duplicates, giving you the flexibility to create the perfect combined record.