> ## Documentation Index
> Fetch the complete documentation index at: https://docs.contafy.com.mx/llms.txt
> Use this file to discover all available pages before exploring further.

# Uploading invoices

> Learn how to upload, validate, and manage CFDI invoice XML files in Contafy

Contafy allows you to upload Mexican CFDI (Comprobante Fiscal Digital por Internet) invoices in XML format for validation, tracking, and reporting.

## Understanding CFDI invoices

CFDI invoices in Contafy represent income (facturas emitidas) where:

* **You are the emisor** (issuer) of the invoice
* **Your RFC** appears as the emisor in the XML
* The invoice represents income for your business

### Supported CFDI types

Contafy supports multiple CFDI invoice types:

* **PUE** (Pago en Una Sola Exhibición): Single payment invoices
* **PPD** (Pago en Parcialidades o Diferido): Invoices with deferred or partial payments
* **COMPLEMENTO\_PAGO**: Payment complement documents (REP)

<Note>
  CFDI 3.3 and CFDI 4.0 versions are both supported. The platform automatically detects the version.
</Note>

## Uploading invoice files

There are two ways to upload invoices: through the upload page or bulk upload.

### Using the upload page

<Steps>
  <Step title="Navigate to invoice upload">
    Go to **Ingresos** → **Subir Facturas** in the sidebar or click the "Subir Facturas" button from the invoices list page.
  </Step>

  <Step title="Drag and drop XML files">
    The upload zone accepts XML files. You can:

    * **Drag and drop** one or multiple XML files into the upload zone
    * **Click "Seleccionar archivos"** to browse your computer for files

    Only `.xml` files are accepted. Other file types will be rejected.
  </Step>

  <Step title="Review the file queue">
    After selecting files, they appear in the queue below the upload zone. Each file shows:

    * File name
    * File size
    * Validation status (Valid/Error)
    * Error message (if invalid)

    You can remove individual files by clicking the trash icon or clear all files with "Limpiar todo".
  </Step>

  <Step title="Select the profile">
    When you click "Procesar archivos", a dialog appears asking you to select the RFC profile for these invoices.

    Choose the correct profile that matches the emisor RFC in the invoices.
  </Step>

  <Step title="Confirm and process">
    Review the summary:

    * Number of valid files to be processed
    * Selected profile name and RFC

    Click "Confirmar y procesar" to upload the invoices.
  </Step>

  <Step title="Monitor upload progress">
    Each file is processed individually. The status updates in real-time:

    * **Uploading**: File is being sent to the server
    * **Success**: Invoice validated and stored successfully
    * **Error**: Validation failed (see error message)
  </Step>
</Steps>

<Tip>
  You can upload multiple files at once. The system processes them sequentially and provides individual results for each file.
</Tip>

### File validation

Before upload, files are validated locally:

* **Extension check**: Must be `.xml`
* **File size**: Reasonable size for XML documents

After upload, server-side validation checks:

* **XML structure**: Valid CFDI format
* **SAT validation**: UUID, digital seal, and certificate verification
* **RFC matching**: Emisor RFC matches selected profile (if enabled)
* **Régimen fiscal**: Matches profile's configured regimes (if enabled)
* **Duplicate UUID**: Checks if invoice already exists

## Invoice validation results

Each uploaded invoice is validated against SAT rules and your profile settings.

### Validation status indicators

In the invoices list, each invoice shows a status badge:

| Status                | Meaning        | Description                                    |
| --------------------- | -------------- | ---------------------------------------------- |
| **✓ VÁLIDO**          | Valid          | Invoice passed all validations                 |
| **ERROR**             | Invalid        | Validation failed (see details)                |
| **✓ Pagado**          | Paid           | Invoice is paid (PUE or PPD with full payment) |
| **No Pagado**         | Unpaid         | PPD invoice with no payment registered         |
| **Pago Parcial (X%)** | Partially paid | PPD invoice with partial payment               |

### Common validation errors

#### RFC no coincide

**Cause**: The emisor RFC in the XML doesn't match your selected profile's RFC.

**Solution**:

1. Verify you selected the correct profile
2. Check if the XML file corresponds to the right business
3. If the RFC is genuinely incorrect, the invoice may not belong to this profile

#### UUID duplicado

**Cause**: An invoice with this UUID already exists in your account.

**Solution**:

1. Check the existing invoices list to see if this invoice was previously uploaded
2. If it's a different invoice with the same UUID, contact SAT as this indicates a serious issue
3. Remove the duplicate file from your queue

#### Régimen fiscal no válido

**Cause**: The invoice's régimen fiscal doesn't match your profile's configured tax regimes.

**Solution**:

1. Go to profile settings and verify the configured regímenes fiscales
2. Add the missing régimen if it's legitimate for your business
3. If the régimen is incorrect in the XML, contact your accountant

#### Sello digital inválido

**Cause**: The digital seal (sello) couldn't be verified with SAT.

**Solution**:

1. Verify the XML file isn't corrupted
2. Request a new CFDI from the PAC (Proveedor Autorizado de Certificación)
3. Contact SAT if the issue persists

<Warning>
  Invoices with invalid seals cannot be used for tax deductions. Always resolve validation errors before filing taxes.
</Warning>

## Managing payment status (PPD invoices)

For PPD (Pago en Parcialidades o Diferido) invoices, you need to track payments separately.

### Understanding PPD payment flow

1. **Initial invoice**: Upload the PPD invoice (shows as "No Pagado")
2. **Payment complement**: Upload REP (Recepción de Pagos) XML files
3. **Status update**: System automatically links REP to the original invoice
4. **Payment tracking**: View payment percentage and history

### Uploading payment complements

<Steps>
  <Step title="Generate REP from your PAC">
    When you receive a payment, generate a payment complement (REP) through your PAC provider.
  </Step>

  <Step title="Upload the REP XML">
    Use the same upload process to upload the REP XML file. The system automatically:

    * Detects it's a payment complement (tipo: COMPLEMENTO\_PAGO)
    * Links it to the corresponding PPD invoice using the UUID
    * Updates the payment status and percentage
  </Step>

  <Step title="Verify payment linkage">
    In the invoices list, the original PPD invoice now shows:

    * Updated payment status (Pago Parcial or Pagado)
    * Payment percentage
    * Total amount paid
  </Step>
</Steps>

<Note>
  The system automatically calculates payment percentages based on linked REP documents. No manual input is required.
</Note>

## Manual income entries

For income without a CFDI invoice, you can create manual entries.

### When to use manual income

* Income from foreign clients (no CFDI required)
* Services that don't require invoicing
* Income received before issuing the invoice
* Adjustments and corrections

<Warning>
  Manual income entries don't have a UUID or digital seal and cannot be used for tax deductions. Only use them for internal tracking.
</Warning>

### Creating a manual income entry

<Steps>
  <Step title="Open the manual income dialog">
    From the invoices list page, click "Ingreso manual" in the top right.
  </Step>

  <Step title="Fill out the form">
    Provide the following information:

    * **Concepto**: Description of the income (e.g., "Honorarios diciembre")
    * **Subtotal (MXN)**: Amount before tax
    * **IVA (MXN)**: Value-added tax amount (if applicable)
    * **Fecha**: Date of the income
    * **Notas**: Optional notes or client reference
  </Step>

  <Step title="Submit the entry">
    Click "Crear ingreso" to add the manual income to your records.
  </Step>
</Steps>

### Editing manual income

You can edit manual income entries (but not CFDI invoices):

1. Find the manual income in the "Ingresos manuales" section
2. Click the edit icon (pencil)
3. Update the fields as needed
4. Mark as "Cobrado" (paid) if payment has been received
5. Add a payment date if marking as paid
6. Click "Actualizar" to save changes

### Deleting manual income

<Steps>
  <Step title="Click the delete icon">
    In the manual income row, click the trash icon.
  </Step>

  <Step title="Confirm deletion">
    Type "ELIMINAR" in the confirmation dialog.
  </Step>

  <Step title="Submit">
    Click "Eliminar" to permanently remove the manual income entry.
  </Step>
</Steps>

## Invoice list and filtering

### Viewing invoices

The main invoices page (`/dashboard/invoices`) shows all your uploaded invoices in a paginated table.

#### Table columns

* **UUID / FOLIO**: Unique identifier for the invoice
* **FECHA**: Invoice date and time
* **EMISOR**: Your business name and RFC
* **RECEPTOR**: Client name and RFC
* **MONTO**: Subtotal amount
* **IVA TRASL.**: IVA trasladado (charged to client)
* **RET. IVA**: IVA retention (if applicable)
* **RET. ISR**: ISR retention (if applicable)
* **ESTADO**: Payment and validation status
* **ACCIONES**: Delete button

### Filtering invoices

Use the filters at the top of the page to narrow down results:

#### Profile filter

Select a specific RFC profile or "Todos" to view all profiles.

#### Period filters

* **Mes**: Select the month (Enero - Diciembre)
* **Año**: Select the year (current year ± 2 years)

#### Régimen fiscal filter

If you've configured multiple regímenes fiscales for a profile, you can filter invoices by régimen.

#### Search

Search by:

* UUID
* Client name (receptor)
* Client RFC
* Invoice concept

<Tip>
  The search has a 500ms debounce, so wait briefly after typing for results to update.
</Tip>

### Clearing filters

Click "Limpiar filtros" to reset all filters to default values (current month/year, all regimes).

## Deleting invoices

<Warning>
  Deleting invoices is permanent and irreversible. Ensure you have backups before deleting.
</Warning>

<Steps>
  <Step title="Locate the invoice">
    Find the invoice you want to delete in the invoices table.
  </Step>

  <Step title="Click the delete button">
    Click the trash icon in the ACCIONES column.
  </Step>

  <Step title="Review invoice details">
    The confirmation dialog shows:

    * Emisor name
    * Invoice concept
    * Total amount
    * UUID
  </Step>

  <Step title="Type 'ELIMINAR'">
    In the text field, type `ELIMINAR` exactly (all caps) to confirm deletion.
  </Step>

  <Step title="Submit deletion">
    Click "Eliminar" to permanently remove the invoice from your account.
  </Step>
</Steps>

## Usage limits

Your subscription plan includes invoice upload limits:

| Plan         | Monthly Invoice Limit |
| ------------ | --------------------- |
| FREE         | 30 invoices/month     |
| STARTER      | 100 invoices/month    |
| PROFESSIONAL | 500 invoices/month    |
| ENTERPRISE   | Unlimited             |

### What counts as usage?

* Each successfully uploaded invoice (valid or invalid)
* Manual income entries do **not** count toward the limit
* Failed uploads (rejected before processing) do **not** count

### Usage indicator

The invoice upload page shows your current usage:

```
15 / 30 facturas utilizadas (50%)
```

A progress bar visually indicates:

* **Green** (0-74%): Normal usage
* **Blue** (75-89%): Approaching limit
* **Orange** (90-99%): Near limit
* **Red** (100%): Limit reached

<Note>
  Usage resets on the 1st of each month. If you exceed your limit, upgrade your plan or wait for the next billing cycle.
</Note>

## Next steps

<CardGroup cols={2}>
  <Card title="Manage expenses" icon="shopping-cart" href="/guides/managing-expenses">
    Upload and track business expense CFDIs
  </Card>

  <Card title="View reports" icon="chart-line" href="/guides/viewing-reports">
    Generate financial reports and analytics
  </Card>
</CardGroup>