Invoice approval workflow

Use approvals when someone else must check an invoice before it goes to Taxilla. A pending or declined request blocks submission until the invoice is approved.

Request approval

1. Open the invoice and scroll to the Approval card. The card appears once the invoice has passed validation; on a draft you see the note "Approval and sending become available once the invoice passes validation."
2. Click Request approval.
3. On Level 1, choose who should approve. Add another approver on the same level, or Add level for a second stage. Eligible approvers are members with the owner, admin or approver role.
4. Optional: set a Deadline and a Message to approvers.
5. Click Send approval request. The invoice shows a pending badge in the header and in the list.

Approve or decline

1. Approvers receive a notification and see Approvals in the sidebar (under Review) with a count of waiting items.
2. On Approvals, or on the Approval card of the invoice, add an optional comment and click Approve or Decline.
3. All approvers on a level must approve before the next level is asked. When the last level approves, the request becomes approved and the requester is notified.

Good to know:

• A later-level approver cannot decide before the earlier level has approved.
• If any approver declines, the remaining steps are skipped and the invoice shows declined. Fix the invoice and request approval again.
• The requester can Cancel request while it is pending; this clears the badge.
• The In review chip on Invoices lists all invoices with a pending request.
• Approval cannot be requested on an invoice that has already been reported.
• Owners, admins and accountants can request approval. Approvers can decide but cannot create or submit invoices.

Related:

• Invoice statuses explained
• Submit to Taxilla and FTA reporting