Overview
Administrators in Brightflag have the ability to approve or reject invoices directly from the Invoices page if this setting is turned on. This process bypasses the standard approval workflow, meaning the admin does not need to be assigned as an approver on the invoice.
This method is useful for:
✔ Approving multiple invoices at once (bulk approval).
✔ Overriding the standard invoice workflow when necessary.
✔ Quickly approving invoices without navigating through multiple pages.
⚠️ Important: Admin-approving an invoice does not send an approval or rejection notification to the vendor or accounts payable. If required, manually notify the relevant parties.
How to Admin-Approve an Invoice
1️⃣ Navigate to Invoice Management:
Go to Menu > Invoices.
The page will automatically filter to show invoices pending approval.
2️⃣ Approve an Individual Invoice:
Find the invoice you want to approve and click the Approve button on the right-hand side.
How to Bulk Admin-Approve or Reject Invoices
1️⃣ Navigate to Invoice Management:
Go to Menu > Invoices.
2️⃣ Select Multiple Invoices:
Check the box next to the invoices you wish to approve or reject.
3️⃣ Perform Bulk Action:
Click the Invoice Actions button at the top of the invoice list.
Select either Approve or Reject.
How to Un-Reject or Un-Approve an Invoice
1️⃣ Navigate to Invoice Management:
Go to Menu > Invoices and apply a filter to show Rejected or Approved invoices.
2️⃣ Select the Invoice(s):
Check the box next to the invoice(s) you wish to update.
3️⃣ Update the Status:
Click the Invoice Actions button and select the appropriate action (Un-Reject or Un-Approve).
Best Practices & Considerations
✔ Leave a Note – Since admin approval bypasses the standard workflow, add an internal note to the invoice for reference.
✔ Confirm Invoice Status – Check the left side of the Invoice Analysis page to verify the updated status.
✔ Notify Vendors If Needed – Since admin approvals do not trigger notifications, manually inform vendors if necessary.