Approving or Rejecting an Invoice (Client Article)

To approve an invoice:

  • Find the invoice you are looking for and click on the Invoice Analysis page of that invoice.Screen_Shot_2021-07-15_at_2.41.58_PM.png

  • On the top right of the screen you will have the option to approve or reject the invoice.
  • Click Approve.
    If you have made an adjustment on the invoice and the Approve button is greyed out, it means your company's settings do not allow you to adjust the invoice fees while approving. If this is the case, you must reject the invoice to request a revised draft from your vendor.

    When you click Approve, you will be provided with the option to add an internal comment.

    • If you are the final approver on the invoice, you may also have the option to add an 'accounts payable' email address depending on your company's settings. If you want to notify the vendor of the approval, tick make sure the "Notify vendor" email box is populated ( This will usually be populated with the email of the person who submitted the invoice). 
    • If you are not the final approver on the invoice, the invoice will be available for the next review stage.
  • Finally, click Approve or Approve and Next Invoice.
    • If you click Approve and Next Invoice, you will be taken to the next invoice where your stage is pending review. If there are no invoice stages pending your review you will be taken back to the invoices page.
    •  

Rejecting an Invoice:

  1. Find the invoice you are looking for and click on the Invoice Analysis page of that invoice.

  2. In the bottom right corner, you will have the option to approve or reject the invoice.

  3. Click Reject.

  4. You will be provided with the option to add an internal note. The Rejection Reason Note is added as an internal note that can be seen internally and also on the Law Firm Portal. The Firm Note is not captured as an internal note but will be sent as a note within the rejection email to the user who initially uploaded the invoice (as specified in the field for Vendor Email Address). 

  5. Depending on your company's settings, you may also have the option to add an Accounts Payable email address.

  6. If you want to notify the vendor of the approval, make sure the  NotifyVendor box is populated with their email. It may there by default. 

  7. Finally, click Reject or Reject and Next Invoice.

 

What is the difference between "Rejection reason notes" and "Firm Notes"?

  • Rejection reason Notes will be added as Internal Notes that can be seen internally and from the law firm's end.
  • Firm Notes can only be sent to the uploader of the invoice, and it is sent in an email.

Can I unapprove an invoice?

  • If the invoice has been fully approved and the status shows as "Approved," the final reviewer (or any of the final reviewers if multiple in the stage) has the option to unapprove the invoice:
  • Unapproving an invoice resets all approval stages to pending, allowing the review process to be completed once more or updated with different approvers if needed.
  • NOTE: If you use the Accounts Approval Emails or API Batch Exports (i.e., not AP Exports) notification options in your AP Route approval actions, the approved invoice will likely have already been sent to your AP team. We recommend checking with your AP team to ensure no duplicated payments are posted.
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