Guide for Auditors
As an Auditor in Clerked, you have read-only access inside your assigned companies. New Auditor assignments default to all company invoices and all inbound email, but an administrator can narrow either scope. The built-in Auditor role does not include Insights.
What you can do with Clerked
Clerked gives you instant access to everything you need for a thorough audit, without waiting on someone to pull reports.
- Search within your assigned records using the fields and filters configured for the company.
- Trace the complete lifecycle of any invoice. The activity log records every event from email arrival through extraction, approvals, and ERP sync.
- Verify approval chains against policies. Confirm the right people approved each invoice per the configured policy.
- Review the configured vendor details and matching history available to your role.
- Work read-only within the invoice and inbox scopes assigned for the current company.
Your responsibilities
- Review invoice details: amounts, vendors, dates, line items.
- Verify approval chains and confirm invoices were approved by the correct people.
- Check the configured vendor details and matching history.
- Verify two-way and three-way matching of invoices, POs, and receipts.
- Trace the audit log for any action taken on an invoice.
Your role in Clerked
Auditors have the Auditor company role.
| Permission | Access |
|---|---|
| View invoices, POs, receipts | Yes, within assigned invoice access |
| View inbound email | Yes, within assigned inbox access |
| View vendors and vendor details | Yes |
| View approval history and audit logs | Yes |
| View settings, Agent Memories, and Clerked Agent | Yes, with the company capability; the permission label is Use Mod Agent |
| View Insights | No by default |
| Edit, upload, or approve anything | No |
| Manage users, vendors, or settings | No |
For the full breakdown, see User Roles.
Key features you use
- Invoice Reviewing. View invoice details, extracted data, and the original document.
- Invoice Statuses. Understand where each invoice is in the workflow.
- Searching and Filtering. Find specific invoices fast.
- How Approvals Work. Understand approval chains and routing.
- Vendor Details. Review vendor records and history.
- Invoice Matching. Verify PO and receipt matches.
- Purchase Orders. Review PO data and matching status.
- Receipts. Review receipt data and matching status.
- Validation. Understand the rules that flagged or blocked an invoice.
Audit workflow
- Search for the transactions you need with the configured search and filter controls.
- Open each invoice and review the extracted data, the original document, line items, and GL coding.
- Check the activity log. Every event is timestamped: upload, extraction, edits, rule executions, notice resolutions, approvals, and ERP sync.
- Verify the approval chain. Confirm the invoice went through the correct workflow and was approved by authorized users.
- Check vendor records. Open the vendor detail page for the details and invoice history available in your company.
- Review matching. Verify PO matching and receipt matching to confirm invoices, POs, and receipts agree.
Common tasks
Find a specific invoice
Use Searching and Filtering to locate invoices with the fields configured for your company. Save repeatable filters as views.
Review the activity log
Open any invoice and look at the activity log. Every action is recorded with timestamp and user: upload, extraction, edits, notice resolutions, rule executions, approvals, and sync events.
Verify an approval chain
Open the invoice and check the approval section. It shows who the invoice was routed to, who approved or rejected it, when each decision happened, and any rerouting or delegation. Compare against the policy to verify compliance.
Check vendor details
Open Vendors and select the vendor record. Review the configured details and matching history available to your role.
Review matching history
Open an invoice and check the matching section. Confirm it was matched to a purchase order and a receipt where applicable, and that amounts and line items align.
Tips
- Use saved views for recurring audits. If you audit the same kind of transaction regularly (e.g., invoices over a threshold), save the filter.
- Start with the activity log. It tells the complete story of who did what, when, and why.
- Check policies, not just approvals. Understanding the policy configuration tells you whether the system enforced controls correctly, not just that someone clicked approve.
- Cross-reference matches. For three-way matched invoices, verify the PO, receipt, and invoice agree on quantities and amounts.
Frequently asked questions
Can I export data?
Export options depend on your organization's configuration and the features enabled for the entity. Ask your entity admin or check Entity Features.
Can I see who made changes to an invoice?
Yes. The activity log on every invoice records the user, action, and timestamp for every change.
What data do I have access to?
As an Auditor, you have read-only access within each company's assigned invoice and inbox scopes. Insights requires a custom role with the Insights permission and an Insights scope. You cannot reach companies you are not assigned to, and you cannot change records. See Understand roles and access.
Can I view the original invoice document?
Yes. The reviewing view shows the original document alongside the extracted data. You can view the original PDF or image at full resolution.