Use the Invoice Collection Report to reconcile your Perk billing statements with VAT invoices collected from suppliers. This report helps finance reviewers and account admins track collected invoices, download PDFs, and find billing discrepancies.
What the Invoice Collection Report does
This report brings together three types of data in one place:
- Supplier invoice data: VAT breakdowns extracted from supplier invoice line items, including net amount, tax amount, gross amount, VAT rate, and expense category (such as stays, meals, or city tax).
- Perk billing statement data: the amounts Perk charged your account, as shown on your billing statement.
- Booking and trip details: trip IDs, cost objects, service country, supplier names, and checkout dates, so you can match invoice lines back to the trips that generated them.
The report is designed to help you verify that the amounts on your billing statement match the original supplier invoices.
For example, a finance controller can filter the report by check-out date to quickly identify which hotel stays have a collected invoice, which invoices are still pending, and where discrepancies exist between the billed amount and the supplier invoice amount.
Where to find the report
You can find this report under the Analyze section:
- Go to Analyze > Travel reporting
- Find the Invoice collection report section
Before opening the full report, you’ll see a summary overview for the selected period.
The summary section shows four metrics for the selected period:
- % bookings with invoice collected: The percentage of eligible hotel bookings where Perk has received and processed a supplier VAT invoice.
- Estimated tax savings: An estimate of the VAT amount you may be able to reclaim, based on invoices collected so far. This is not a confirmed reclaim amount.
- Bookings with invoice pending: The number of bookings in the period where a valid supplier invoice hasn’t been received or validated yet.
- Invoices with discrepancies: The number of bookings where the gross amount on the supplier invoice doesn’t match the gross amount on the Perk billing statement.
To open the detailed report view, click See Full Report.
Opening the full report
When you click See Full Report to open the detailed report view, you can:
- Reconcile billing statement amounts against collected supplier invoices.
- Filter by invoice period, company, cost object, service country, trip ID, supplier name, and invoice collection status.
- Download supplier invoice PDFs from the supplier invoice table.
- Export the tables to CSV or Excel.
- Schedule delivery to receive the report automatically by email.
How the data is structured
The report includes two tables: billing statement and supplier invoice.
- Billing statement table: Each row represents a billing statement linked to one or more supplier invoices. It shows billing identifiers, related trips, supplier and cost object details, invoice status, and any discrepancies.
- Supplier invoice (VAT line items) table: Each row represents supplier invoice items grouped by VAT rate. It includes trip and booking references, billing statement linkage, VAT breakdowns, totals, currency, category, and discrepancy notes.
Keep in mind: a single supplier invoice can include multiple VAT rates (for example, room charges and breakfast). In that case, the invoice appears as multiple rows. Only collected invoices appear in this table.
Note: The report is refreshed once per day. Any invoices collected or validated since the last update will appear the following day.
Filtering the report
Use the filters at the top of the page. Filters update the summary and both tables.
- Perk invoice date: Filter by a specific billing statement period.
- Check-out date: Filter by the date range when the traveller checked out.
- Company: If your account has multiple companies, filter to one or more.
- Cost object: Focus on specific departments or budgets.
- Trip ID: Search for a specific Perk trip.
- Service country: Filter by the country where the stay or service took place.
- Supplier name: Filter by a specific hotel or service provider.
- Invoice collected: Show only collected invoices, only pending invoices, or all.
Reading the Perk billing statements table
This table shows one row per booking as it appears on your Perk billing statement (INV-03). Use it to compare Perk’s billed amount with the supplier invoice amount.
| Column | What it shows |
|---|---|
| Booking ID | Unique identifier for the booking. |
| Trip ID | Perk identifier for the trip associated with the booking. |
| Invoice full number | The Perk billing statement number (INV-03). This is also a link to download the PDF. |
| Company | The company associated with the booking. |
| Hotel country | Country where the stay or service took place. |
| Checkout date | Date when the traveler checked out. |
| Property name | Name of the hotel or property. |
| Cost object name | Cost object assigned to the booking. |
| Num PDFs Hotel | Number of supplier invoice files retrieved for this booking. |
| Customer booking amount | Gross amount charged on the Perk billing statement. |
| Customer currency | Currency preferred by the customer. |
| Supplier invoice amount | Gross amount from the collected supplier invoice, if available. |
| Supplier invoice currency | Currency used for the supplier invoice amount. |
| Difference | Perk billing statement amount minus supplier invoice amount. A value of 0 means the amounts match. |
| Comments | Notes explaining why a discrepancy exists, if one has been identified. |
Reading the supplier invoices table
This table shows one row per expense line item with the same VAT rate in a supplier invoice
| Column A | Column B |
|---|---|
| Booking ID | Unique identifier for the booking. |
| Trip ID | Perk identifier for the trip associated with the booking. |
| Invoice full number | Invoice number as provided by the supplier. This is also a link to download the supplier invoice PDF. |
| Company name | The company associated with the booking (only shown if your account has multiple companies). |
| Service country | Country where the stay or service took place. |
| Checkout date | Date when the traveler checked out. |
| Property name | Name of the hotel, property, or service. |
| Cost object name | Cost object assigned to the booking. |
| Issuing date | Date the invoice was issued. |
| Due date | Date when payment is due. |
| Supplier invoice ID | Supplier’s identifier for the invoice. |
| Invoice collected | Whether a valid supplier invoice has been received for this booking (for example, collecting or collected). |
| Supplier invoice number | Invoice number shown on the supplier document. |
| Invoice date | Date shown on the supplier invoice. |
| VAT rate | VAT rate applied to the line item (for example, 19% or 7%). |
| VAT amount | Total VAT amount charged on the line item. |
| Amount | Total amount for the line item, including VAT. |
| Currency | Currency of the invoice amounts. |
| Spend categories | Type of charge (for example, Stays, Meals, Parking, City Tax, or Other). |
| Comments | Notes explaining any discrepancy between the billing statement and the invoice amount. |
Interpreting discrepancies
If the difference is not 0, the amount on the Perk billing statement doesn’t match the supplier invoice amount.
Some discrepancies are expected. For example:
- Extras or add-ons: Additional services added after the original booking (for example, late check-out).
- Currency conversion: The supplier invoice is in local currency and the billing statement is converted.
- Partial refunds: A credit note was issued.
However, some discrepancies may need investigation, such as:
- Invoice not yet collected: There is no supplier invoice to compare with yet.
- Unexpected charge differences: The comments include a note from the Perk operations team.
For more information on how to interpret the report discrepancies, see Understand Invoice Collection discrepancies.
Tip: Use the Trip ID filter or the link in Invoice full number to open the PDF and check the amounts directly.