Approve Invoice
Approving an invoice ensures that all line items are marked as reviewed, making the invoice eligible for payment.
- Go to the Invoices section.
- Open the Detail View of a selected invoice.
- Click on the Approve button at the top right to open the Approve Invoice window.
Approve Invoice Window Fields
A free-text input field for adding internal comments. This note is not visible to the vendor.
Optional field for adding comments visible to the vendor, ensuring transparency.
Displays all billed line items that are part of the invoice. You are approving the invoice for these line items.
- Cancel: Closes the Approve Invoice window without saving changes.
- Approve: Approves the invoice and marks all line items as reviewed and sends notification to Vendor.
- Approved & Paid: Approves the invoice and marks it as paid in a single step, and sends notification to the Vendor.
When an Invoice is Approved
- After a reviewer approves an invoice, its status is updated to Approved. At this stage, the invoice is considered finalized and eligible for payment, but additional admin actions are still available.
- Update Status: Allows the admin to change the invoice status if required.
- Mark as Paid: Marks the invoice as paid, updating the tracker accordingly.
- Edit: Opens the invoice for editing. If edits are made, the invoice will still remain in the Approved status.
Notes
- The system will generate a note if line items are not reviewed.
- Only users with the Reviewer and Admin role can approve the invoices.
- When an Admin approves an invoice, they are presented with two options:
- Mark the line item(s) as reviewed by me and proceed with the rejection.
- Mark the line item(s) as reviewed by the assigned counsel and proceed with the rejection on their behalf.
- The Admin must select one of these options before proceeding.
- Only Admin can make payment for the invoice and mark it as paid.