If you are a Buyer and your Seller (also called supplier or vendor) has uploaded an invoice in Candex, the invoice of your Seller is going through some verification before Candex issues an invoice to your company. 

One point to keep in mind throughout: the invoice you receive, approve, and pay is issued by Candex, not by your Seller. You pay Candex, and Candex pays the Seller in satisfaction of the Seller’s invoice to Candex after your payment is received.

The end-to-end flow in six steps

1. Your Seller uploads the invoice in Candex, referencing the Candex PO number for the order.
2. Candex verifies the invoice, typically 1-2 business days. The invoice is not visible in your system yet.
3. Candex issues the Candex Invoice to you once verification is complete, through the normal invoice delivery channel for that order.
4. You review and approve the Candex Invoice in your internal system (goods receipt or invoice approval). Timing depends on your internal workflow and your agreed payment terms.
5. Your company pays Candex according to the agreed payment terms.
6. Candex pays the Seller within 3 business days of confirming receipt of your payment, provided there are no outstanding issues with Candex’s compliance checks or Seller verification requirements.

Stage 1 - Verification: why you cannot see the invoice yet

Status label in Candex: Invoice Verification, Compliance review, Documents requested

After the upload, Candex checks the Seller's invoice details: amounts, tax/VAT, line items, dates, and more. Verification is an internal Candex step, so the invoice does not appear in your system during this stage. If the Seller tells you they have submitted an invoice and you cannot find it in your e-procurement platform, the invoice is most likely still in verification. This is expected.

Possible outcomes:

• The invoice passes verification. Candex issues the Candex invoice to you, and the invoice moves to the Approval stage.
• The invoice fails verification. Candex rejects it, and the Seller must correct and resubmit the invoice.

Please note that Candex must always verify the Seller entity to ensure regulatory and legal requirements are met. This is a standard part of Candex's role as a master vendor.

• Candex reviews the Seller's company information, tax/regulatory status, and other compliance details.
• If additional documentation is needed from the Seller, the status changes to Documents Requested. Candex contacts the Seller directly and requests the required documents (e.g., company registration, tax forms, beneficial ownership details, or signed terms and conditions).
• The invoice cannot proceed to the Approval stage until the Seller provides all requested documentation and compliance review is complete.
   

Typical time: 1–2 business days from the Seller’s upload. Verification takes longer when:

• the invoice contains errors or discrepancies and has to be resubmitted. 
• Candex compliance identifies issues with the Seller during standard compliance screening.

Stage 2 - Approval: what you need to do in your own system

Status labels in Candex: Invoice Buyer, Pending Buyer Payment

Once verification is complete, Candex issues the Candex Invoice and delivers it to you through the normal invoice delivery process for that order, through your e-procurement system or as a PDF file via email, depending on the invoicing method your company has chosen. From this point, progress depends on your internal approval steps.

To move the invoice toward payment:

1. Complete the goods receipt (GR) in your internal system to confirm that the goods or services were received.
2. Approve the Candex invoice in your internal system, for example in Coupa, Ariba,Tradeshift, etc.
3. Process the payment to Candex according to your agreed payment terms. Funds are sent to Candex, not to the Seller.

Typical time: depends on your internal approval workflow and agreed payment terms. 

Delays at this stage are typically caused by:

• an incomplete goods receipt in your system
• a pending invoice approval in your e-procurement platform
• internal accounts payable (AP) processing timelines

Candex generally does not pay the Seller until your payment is received in satisfaction of the Candex Invoice. If the status in Candex shows Overdue, Candex has not yet confirmed receipt of your payment.

Stage 3 — Payment: when the Seller gets paid

Status labels in Candex: Pay Seller → Paid

After Candex confirms receipt of your payment:

1. The status changes to Pay Seller.
2. Candex initiates the payment to the Seller’s registered bank account.
3. The status changes to Paid once the Seller payment is processed.

Typical time: Seller payment is made within 3 business days of Candex confirming receipt of your funds.

What each invoice status in Candex means

• Invoice Verification/Compliance Review — Candex is checking the Seller’s invoice. The invoice is not visible in your system yet.
• Invoice Buyer / Pending Buyer Payment — the Candex invoice has been issued to you and is waiting for your approval and payment.
• Overdue — Candex has not yet confirmed receipt of your payment.
• Pay Seller — Candex has received your payment and is processing the payment to the Seller.
• Paid — the Seller has been paid by Candex.

Why is the Seller’s invoice or payment delayed?

Check these causes in the order they occur in the process:

• The Seller has not uploaded an invoice. Candex cannot transact without valid invoices. Ask the Seller to upload the invoice to Candex.
• The invoice was rejected during verification. The Seller must correct and resubmit the invoice based on the reason provided in the rejection email they received.
• The order is marked "Fully Invoiced." Additional invoices cannot be uploaded for that order until the amount has been increased by the PO requestor. 
• Your buyer entity verification is pending. The Buyer entity must be verified by Candex before the invoice process can proceed.
• The goods receipt is not completed. Complete the GR in your internal system, and contact the e-procurement team if you need assistance 
• The invoice approval is pending in your system. Approve the Candex invoice in your e-procurement platform, for example in Coupa or Basware.
• Your payment has not reached Candex. Candex generally pays the Seller only after receiving your payment on the Candex Invoice. Until your payment is confirmed, the status shows Overdue and the Seller is not paid.