How to Reverse or Override an Invoice Decision
If an invoice has been approved or rejected in error, your company’s Admin user can either:
1️⃣ Reverse the invoice status back to Pending so it re-enters the standard approval workflow.
2️⃣ Manually approve or reject the invoice without requiring previous approvers to review it again.
🧠 This includes use cases where you need to reject an approved invoice or override a previous rejection.
⚠️ Note: It is not currently possible to mass change or reject a prior reviewer’s decisions in bulk. However, an Admin user can individually override previous rejections by following the steps in this guide.
Option 1: Reverse the Invoice Status to Pending
Reversing an invoice to Pending allows it to go through the approval workflow again as if it were newly submitted.
📌 Important: Changing an invoice back to Pending may cause it to be paid twice if it has already been sent to Accounts Payable. Admins must verify the invoice’s payment status before making this change.
Which Invoice Statuses Can Be Changed to Pending?
✔ Approved
✔ Rejected
✔ AP Batch Exported
✔ Paid & Batch Paid
Steps to Reverse an Invoice to Pending:
1️⃣ On the Invoice Review Page, click the pencil icon next to the invoice status.
2️⃣ In the pop-up window, click “Yes, Change to Pending.”
This is the first step if you wish to reject an approved invoice or reinitiate its workflow.
Option 2: Manually Approve or Reject an Invoice Without Restarting the Workflow
📌 Note: The invoice must first be in a Pending status before you can take manual action. Use the steps above to revert the invoice if necessary.
Steps to Manually Approve or Reject an Invoice:
1️⃣ Click the workflow edit pen on the workflow tile (top left of the invoice page).
2️⃣ Add yourself to the stage as a reviewer.
3️⃣ Remove other reviewers by clicking the trash/bin icon next to their name.
4️⃣ Once you are the only reviewer, you will see Approve and Reject buttons at the top right of the screen.
5️⃣ Approve or Reject the invoice as needed.
✅ This method is ideal when you need to reject an approved invoice without requiring other reviewers to re-approve or manually intervene.