# Invoice collaboration: questions, notes and holds | Glimps > Ask a colleague about an invoice from the invoice itself, leave notes, and park invoices with a reason. Everything stays with the invoice, archive included. Source: https://useglimps.com/en/samenwerken | Language: en | Updated: 2026-07-06 This Markdown file is the plain-text twin of the page above, generated at build time from the same render. --- Ask a colleague or a group from the invoice, leave a note, or put the invoice on hold with a reason. Answers, notes and parked invoices stay with the invoice, also after it is posted to Exact Online. Pallethandel Brabant B.V. Invoice PB-2026-10482 € 1.452,00 incl. € 252.00 VAT Note · Sanne Price agreed by phone on 3 June: € 30 per pallet. Sanne → Mark Did we receive the 40 pallets on this invoice, or only 30? Mark Only 30. The other 10 arrive Thursday. ## From mail chains to one place per invoice A question by mail works, until you need the answer. Then it sits in somebody else’s thread. In Glimps everything hangs on the invoice it is about. By mail - You mail a colleague a question, with the PDF attached. - The answer sits in somebody’s inbox, not with the invoice. - An invoice that has to wait ends up on a “not yet” pile. - In three months nobody remembers why the price was different. In Glimps - The question hangs on the invoice, and your colleague gets a direct link. - The answer sits with the invoice, for everyone who opens it. - A parked invoice stays in the list, with the reason next to it. - After posting, every question and answer is still in the archive. ## Ask from the invoice, in three steps 1. 01Open the invoice and choose AskClick the three dots at the top. Nothing to download or forward: the question hangs on this invoice straight away. 2. 02Pick a colleague or a groupA colleague gets the question with a direct link to the invoice. A group gets it once, and any active member can answer. Glimps tells you how the question will be delivered.Be specific. “40 pallets or only 30?” gets an answer in one round. “Is this correct?” gets a question back. 3. 03The answer lands on the invoiceYour colleague replies, and the answer sits with the invoice for everyone who opens it. Done? Mark the question as answered. A thank-you afterwards does not have to reopen it. ### Every question on one page Open Questions in the sidebar. Everybody sees every question, so whoever knows the answer can pick it up. Select one and you see the whole thread with the invoice next to it. - For youwaiting on your reply, or an answer to your question you have not read - Allevery question in this administration - Opennot answered yet - Doneanswered or withdrawn - Archivewhat you cleared from your own list ### Everyone picks their own mail rhythm Under Profile everyone chooses when mail about questions arrives. If you do not want a list, the mail can just count how many questions are open. ImmediatelyDaily digestWeekly digestOn chosen weekdaysOff When to use which ## Note, question or hold Three small tools that save a lot of explaining. All three stay attached to the invoice. ### Note For whoever opens the invoice next No recipient, no answer expected. For what is obvious today and a mystery in three months. Whoever wrote the note can edit or delete it. “Price agreed by phone on 3 June.” ### Question When you need an answer Goes to a colleague or a group, with a direct link to the invoice. The answer comes back on the invoice, not in your mailbox. “Did we receive the 40 pallets, or only 30?” ### Hold When the invoice must not move on yet Parks the invoice exactly where it is. Everyone sees why, and automatic processing and reprocessing leave it alone until you release it. “Credit note for 10 pallets is on its way.” Reasons for a hold Waiting on the supplierWaiting on a colleagueDispute about this invoicePayment blockedOther, with a note The reason and your note show on the invoice, in the list, and in the audit trail. An invoice on hold stays visible with a badge, because a forgotten invoice is worse than a visible one. Release hold and it continues where it left off. ## Your own labels, and a whole stack at once Categories are your own labels, in a colour you pick. For projects, locations, or anything your ledger does not cover. - One category per invoice. Create them under Settings > Categories, or straight from an invoice. - Filter and group the list on category, or on attention: on hold, with questions, or with notes. - Tick invoices and set or clear a category in one go, or reprocess them. - Right-click an invoice for what you reach for most: open, set a category, reprocess. - Pallethandel Brabant B.V. Project Zuidas On hold€ 1.452,00 - Sligro Food Group Utrecht branch€ 363,00 - Coolblue Zakelijk Office€ 968,00 2 reprocessed. 1 skipped: it is on hold.Archive and audit trail ## In a year you still know who did what A posted invoice moves to the archive, with the document, the posting, and every decision taken along the way. Handy for your accountant, and for yourself. ### Search and filter Search by supplier or invoice number, and filter on: - Supplier or relation - Invoice date, or financial year, month and period - Amount including VAT, between a minimum and a maximum - Invoice or credit invoice - Purchase order number - Status of the purchase entry ### What stays readable - The original document - What Glimps read, and what a person corrected - Every question and its answer - Every approval, including those taken on someone’s behalf - Every override, with the reason that was typed Every invoice has its own link. Paste it into a mail or a ticket and your colleague lands on the same invoice. 1. 01GlimpsInvoice read and coded 2. 02SanneQuestion to Mark: 40 pallets or 30? 3. 03SanneHold: waiting on a colleague 4. 04MarkAnswer: 30, the rest arrives Thursday 5. 05SanneHold released 6. 06Ruud for PetraApproved 7. 07GlimpsPosted to Exact Online An example. A decision taken on someone’s behalf is recorded with both names. ### Exporting decisions An approver sees all their decisions, including the ones taken while covering for a colleague. Export CSV gives that list as a file, with amounts, dates, flows, and comments. Below the posting you also find the review Luca gave the approver, where there is one. ## Questions about collaborating in Glimps Want to try Glimps yourself?Try the demo How do I ask a colleague a question about an invoice? Open the invoice, click the three dots at the top, and choose Ask. Pick a colleague or a group, write your question, and send it. Your colleague gets a direct link to the invoice, and the answer comes back on the invoice. Yes. A group gets the question once, and any active member can answer. Handy when you do not know who has the answer, only which team. Everyone chooses for themselves under Profile: immediately, a daily or weekly digest, on chosen weekdays, or off. If your colleague is on a digest, your question lands in the next scheduled mail. Glimps tells you when you send it, so you know what to expect. What is the difference between a note and a question? A question goes to someone and expects an answer. A note is for whoever opens the invoice later and goes nowhere by itself. Need an answer? Use a question. Choose On hold on the invoice and pick a reason: waiting on the supplier, waiting on a colleague, dispute, payment blocked, or other. You can add a note. Automatic processing and reprocessing then leave the invoice alone. Release hold and it continues where it left off. No. A hold does not hide the invoice. It stays in the list with a badge, and you can filter the list on invoices on hold, with questions, or with notes. A forgotten invoice is worse than a visible one. Yes. Every role can ask a colleague a question: administrator, user, and approver. An approver does see only the invoices waiting on them, not the rest of the administration. Do questions and answers stay after posting? Yes. In the archive every posted invoice shows the document, the posting, every question with its answer, and every approval. The audit trail shows what Glimps did, what your team did, what an approver decided, and when. What happens to the history when a colleague leaves? When you remove someone’s access, their history stays. The invoices they processed, the questions they answered, and the approvals they gave keep their name. Glimps has three roles: administrator, user, and approver. A person has one role per administration. An administrator invites colleagues under Settings > Team and picks their role there. | | Administrator | User | Approver | | --- | --- | --- | --- | | See and work the invoice list | Yes | Yes | Only invoices waiting on them | | Ask a colleague a question | Yes | Yes | Yes | | Approve or decline | If also an approver | If also an approver | Yes | | Change settings, invite people | Yes | No | No | When you remove someone’s access, their name stays on the invoices they processed, the questions they answered, and the approvals they gave. ## Read on ### Workflows Who approves which invoice, and in which order. ### Approving invoices in Exact Online Approve from your mail or in Glimps, then post. ### Insights What came in, what is waiting, and where it gets stuck. ### Security Where your documents live, and who can reach them.