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Approve and reject invoices

Review an invoice assigned to your approval step, then approve it or return it for correction.

Who can do this​

You need company:invoice:approve to approve or recall an approval, and company:invoice:reject to reject. The invoice must also be assigned to your current route step.

Before you start​

Open the invoice and review its source document, company-configured fields, line items, matching details, notices, and comments.

Find work assigned to you​

  1. Select Invoices in the main sidebar.
  2. Open the segment your company configured for approval work.
  3. Select the scope for work that needs your action.
  4. Open the invoice you want to review.

One common configuration labels the segment Pending Approval and the scope Needs my action. Your company may use different labels or may show fewer segments.

Check the route​

Select the compact approval route control directly under the invoice title. It opens the Approval route popover, which shows the current step, later steps, and who is assigned.

Approve the invoice​

  1. Confirm that the invoice and its approval route are correct.
  2. Select Approve in the action bar at the top right of the invoice page.
  3. If a confirmation dialog opens, complete the company-configured checklist.
  4. If the dialog opened, select Approve in the dialog.

Reject the invoice​

  1. Confirm what the submitter needs to correct.
  2. Open the three-dot actions menu at the right end of the invoice action bar.
  3. Select Reject.
  4. Enter the Reason for rejection (required).
  5. Select Reject in the dialog.

Use a specific rejection reason so the submitter knows what to change.

Recall your submission​

If you submitted an approval and the route has not finished, open the invoice and select Recall approval in the action bar. The action only appears when the current workflow allows you to recall your approval.

What you should see​

After approval, the route moves to the next step or the invoice becomes Approved when you completed the final step. After rejection, the route shows Approval returned and the invoice goes back for correction.

If something goes wrong​

  • If Approve is missing, confirm that the invoice is Pending Approval, your route step is current, and you have company:invoice:approve.
  • If Reject is missing from the three-dot menu, confirm that you have company:invoice:reject and are assigned to the current step.
  • If you need to act for an absent approver, use an active delegation instead of changing the approver's account.

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