# Invoice approval workflow

> Ask one or more colleagues to sign off an invoice before it is submitted, level by level, with a deadline.

Source: /help/en/invoices/invoice-approval

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.

| Review status | Effect |
|---|---|
| Pending | Submit to Taxilla is refused ("waiting for approval") |
| Approved | Submission allowed |
| Declined | Submission refused until a new request is approved |

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](/help/en/invoices/invoice-statuses)
- [Submit to Taxilla and FTA reporting](/help/en/invoices/asp-submission-and-fta-reporting)