Look at what the supplier actually sent
The message often tells you where to look next. Does it confirm an order, payment, renewal, or a new invoice? If it points to the billing section of your account, check there. Searching email for PDF attachments will not help if the supplier only sent a notification.
Prefer signing into the customer account through a known route, especially if the message came from an unusual address. Look for billing, payments or invoices in the menu. Names vary, and sometimes the section is visible only to an administrator or account owner. Not seeing the button does not mean no document exists.
After downloading, check that the file matches the required purchase. A card-payment confirmation, order and actual invoice may sit beside each other in the portal. Give the accountant the document they requested, or explain which records are available if you are unsure.
Check which company is selected
Imagine managing two businesses in one service under a shared login, each with separate billing. You find the right month and a similar amount, so it looks like the invoice you need. Only when you open it do you notice that it belongs to the other business.
Before downloading, check the selected account, workspace or profile. Then check the buyer directly in the document. This matters especially for a service originally used personally and later moved to business use. Changing the email address does not automatically update all billing details.
If the invoice was issued incorrectly, moving it into another folder will not solve it. Agree a correction with the supplier and tell the accountant that the original document has a problem.
A downloaded document is more reliable than “It is under the link”
A link may require your login, always lead to the latest period or later stop working. If you give the accountant only a link from your customer account, they may not reach the file. Check the agreed handover method and, if a PDF is required, provide that copy directly.
For a recurring service, note the account, download location, and when invoices usually arrive. If only an administrator can download them, add their name. Next time you will not have to work out the path again.
If the service can send the PDF itself to a chosen address, consider enabling it. But check the next actual invoice first; confirmation that an address was saved does not mean the document will really arrive there.
When to contact the supplier
If the right account shows a payment without a document, write to the supplier, for example: “For account Studio, I need the invoice for September's Cloud subscription, paid on 30 September. History shows only a payment confirmation. Where can I obtain the issued document for this purchase? If you issue only a receipt, please confirm its type. Can future documents be sent as PDFs to our agreed address?” Replace the example details with real ones, without a password or full card number. Check the returned file; agree any different document type with your accountant.
Meanwhile, briefly tell the accountant the invoice is unavailable and you are tracking it down. Do not send an arbitrary export from the payments section as a definite replacement if you do not know whether it is usable for their work.
Automatic email search helps with documents that reached the mailbox. A supplier portal is another source. Once you understand that difference, divide the work sensibly: collect available PDFs continuously and track the few remaining services using a specific list.