Invoicing
Receiver Message: how to accept or reject electronic invoices correctly
A guide to receiver messages in Costa Rica, why they matter for input VAT and document acceptance, and how to avoid losing control of incoming invoices.
Why the receiver message matters
The receiver message is how your business formally accepts or rejects an incoming electronic invoice.
It is not a minor administrative step. A weak response process can affect the control you have over supplier invoices and, in practice, can create input VAT and bookkeeping issues.
The faster your team reviews and responds, the less clutter accumulates in accounts payable.
What your team should review before responding
Confirm that the supplier, amounts, taxes, and purchased goods or services match reality before sending the acceptance.
If there is an inconsistency, the rejection should reflect the actual operational issue rather than being delayed indefinitely.
A good process requires coordination between procurement, operations, and accounting, not only the finance team.
Frequent mistakes with incoming invoices
A common mistake is leaving invoices unanswered because no one owns the task.
Another one is accepting invoices before confirming they match the goods or services received.
Companies also lose visibility when invoices arrive in multiple inboxes and there is no central review queue.
How to create a reliable response workflow
Centralize incoming documents in one review queue and assign responsibility for response deadlines.
Use simple internal rules for what accounting can approve directly and what must be checked with operations or management.
Document the reason for any rejection so the supplier and internal team can resolve the issue quickly.
Operational benefits of doing this well
A disciplined receiver-message process improves accounts payable hygiene and reduces month-end surprises.
It also gives your accountant cleaner support for purchases and tax treatment.
Most importantly, it keeps incoming invoice management from becoming an invisible compliance problem.
Do not lose input VAT because invoices go unanswered
Centralize incoming invoices and build a response workflow your team can actually keep up with.
Try Kontafico freeFrequently asked questions
What happens if I do not respond to supplier invoices on time?
You lose process control and may create accounting and tax complications. A delayed response also makes it harder to correct issues while the transaction is still fresh.
Should accounting be the only team involved?
Not always. Operations, purchasing, or management may need to confirm whether the invoice reflects what was actually received.
Can Kontafico centralize incoming invoice review?
Yes. Kontafico includes inbox and acceptance flows designed to make incoming document management easier and more visible.