Receiving and Processing Inbound Self-Billing E-Invoices in ZoneCapture

ZoneCapture identifies inbound self-billing e-invoices — documents issued by your customer on your behalf — and routes them to a dedicated queue for review. From there, you can either create a Sales Invoice in NetSuite or confirm the record without creating one, depending on your company's process.

Note: Clicking on the images within this guide will enlarge them for better viewing.

Overview

An inbound self-billing e-invoice is a customer-issued invoice that your team receives electronically. ZoneCapture identifies these documents separately from standard supplier invoices and routes them through a dedicated workflow.

Important: Inbound self-billing e-invoice processing is only available for organizations using an Ecosio e-document station. If you are unsure whether this applies to your setup, contact your internal NetSuite administrator.

Unlike a standard inbound accounts payable invoice, an inbound self-billing e-invoice is not intended to create a vendor bill. Instead, you review the incoming document and then either create a Sales Invoice or confirm the record without creating one, based on your company's process.

Step 1: Open the inbound self-billing queue

1. Navigate to Transactions > ZoneCapture >  Incoming Self-Billing Transactions to be Processed.
2. Locate the record you want to process.
3. Click on the ID or Edit to view the record.

⚠️ Note: Users with custom NetSuite roles require Edit or Full permissions for the ZC Incoming Self-Billing custom record to view and process incoming self-billing e-invoices. Please contact your NetSuite Administrator if you encounter permission errors.

Step 2: Review the received document

1. Open the attached PDF or supporting document.
2. Check the customer or buyer details shown on the record.
3. Review the invoice number, date, amounts, and any tax information displayed.
4. Confirm that the document matches the expected self-billing invoice before taking further action.

After completing your review, choose the processing option that matches your team's workflow.

Step 3: Process the record

Option 1: Create a Sales Invoice

Use this option when the inbound self-billing document should result in a Sales Invoice being entered in NetSuite.

1. Open the inbound self-billing record.
2. Click Create an Invoice.
3. When the Sales Invoice form opens, use the side-by-side PDF view to reference the received self-billing document.
4. Enter or verify the Sales Invoice details based on the received document.
5. Review the completed Sales Invoice for accuracy.
6. Click Save.

After the Sales Invoice is saved, the inbound self-billing record is updated to Processed and linked to the Sales Invoice.

Option 2: Confirm without creating an invoice

Use this option when your business needs to acknowledge the inbound self-billing document, but a Sales Invoice should not be created from this record.

1. Open the inbound self-billing record.
2. Click Confirm.
3. Review the confirmation message that appears.
4. Click Confirm again to complete the action.

Important: Confirming without creating an invoice marks the record as Processed without creating or linking a Sales Invoice. Only use this option when that outcome matches your company's process.

When to use each option

What happens after processing

• The inbound self-billing record moves to a processed state.
• If you created a Sales Invoice, the record includes a link to that transaction.
• If you confirmed without invoice creation, the document remains available for tracking and audit history.

Troubleshooting