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Use bulk actions on invoices

When you need the same action on many invoices at once, bulk actions save you from processing them one at a time.

Available actions depend on what you select

The buttons in the bulk action bar are filtered to actions that make sense for every selected invoice. For example:

  • Selecting only Pending Validation invoices shows Clear / Validate / Reject / Delete. Approve does not appear because those invoices haven't cleared validation yet.
  • Selecting only Pending Review invoices shows Approve / Reject. (Submit for Approval does not appear here — submitting is what moves an invoice INTO Pending Review, so by the time it's in this status it has already been submitted.)
  • Selecting a mixed set of statuses shows only the actions that apply to every selected invoice; an action that's valid for some but not others is hidden.

If a button you expect is missing, check the statuses of your selected rows. Either narrow the selection or split into two passes.

Select invoices​

  1. In the left sidebar, click Invoices to open the invoices list.
  2. The leftmost column of the list is a checkbox column (above each row, to the left of the row's status). Click the checkbox on the row of each invoice you want to act on. Each clicked checkbox fills with purple.
  3. To select every invoice on the current page in one go, click the checkbox in the table header row (the row showing the column titles like Vendor, Number, Amount). All visible rows now show a filled purple checkbox.

When one or more invoices are selected, a bulk action bar slides down from the top of the list area. The bar sits directly above the table header, has a dark background, and shows the number of selected invoices on the left (for example, 3 selected) plus the available action buttons on the right.

The bulk action bar appears at the top of the list area only when at least one row is checked. With three Pending Validation invoices selected, the visible actions on the right side of the bar are Validate, Reject, Delete, and Clear — Approve is hidden because the selected invoices haven't cleared validation yet.

See the older composite shot (different invoice list state)

Invoices list with multiple invoices selected, showing the bulk action bar with Validate, Reject, and Delete buttons

Invoices list with multiple invoices selected, showing the bulk action bar with Validate, Reject, and Delete buttons.

Available bulk actions​

Approve​

Approves every selected invoice, as long as each one is in a status that allows approval for your role. Invoices that cannot be approved (wrong status, blocking notice, not assigned to you) are skipped.

If any selected invoice has validation warnings, Mod AI shows an acknowledgment dialog before applying. You can acknowledge and proceed, or cancel to review the warnings first.

Validate​

Re-runs validation on every selected invoice. Useful when you have fixed the same underlying issue across many invoices (for example, adding a missing field to a batch) and want to clear the blocking notices in one step. See Soft Revalidation.

Reject​

Rejects every selected invoice. You are prompted for a reason that applies to the whole batch. Each invoice goes back for correction and can be resubmitted.

Submit for Approval​

Sends the selected invoices into the approval workflow. Invoices not in Needs Review are skipped.

Delete​

Permanently removes the selected invoices.

warning

Deletion is irreversible. Deleted invoices cannot be recovered. Double-check the selection before confirming.

Export​

Exports the selected invoices as a downloadable file. The available formats depend on your entity's export configuration.

Run a bulk action​

  1. Select invoices using the checkboxes in the leftmost column of the list, as described above. The bulk action bar slides down once you have at least one selection.
  2. In the bulk action bar at the top of the list, click the action you want (for example, the Approve button on the right side of the bar). A confirmation dialog opens in the centre of the screen restating the action and the number of invoices affected, for example Approve 3 invoices?.
  3. Read the confirmation copy carefully. If the action requires extra input (Reject asks for a reason, Delete asks you to type DELETE to confirm), fill the requested field. Click the primary button at the bottom-right of the dialog (its label matches the action, for example Approve 3 invoices).

The action applies to every selected invoice in the background. When it finishes, a notification toast appears in the bottom-right corner showing the result, for example 3 invoices approved or 2 approved, 1 skipped (already in ERP sync). Any skipped invoices surface with the reason they were skipped.

Combine filters with bulk actions​

Bulk actions are most useful when paired with filters and saved views.

  1. Filter the list to show exactly the invoices you want to act on (for example, status = Needs Review and vendor = Acme Corp).
  2. Select all filtered invoices using the header checkbox.
  3. Run the bulk action.

This lets you process large groups without scrolling.

tip

Create saved views for the groups you bulk-process most. For example, a "Ready to Submit" view filtered to Needs Review with zero notices. Open the view, select all, submit, done.

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