Admin Approval & Rejection is an optional feature that must be enabled at the organizational level by your Customer Success Manager. 

When enabled, it allows Admin users to approve or reject invoices directly from the Invoices page, without opening each invoice or following the standard approval workflow.

What This Feature Does

• Allows Admin users to approve or reject invoices directly from the invoice list

• Bypasses the standard approval workflow

• Does not require the Admin to be assigned as an approver

• Can skip other users in the workflow

How to Admin Approve or Reject a Single Invoice

1. Go to Menu → Invoices.

2. Filter the status to Pending.

3. Locate the invoice.

4. Click the ✔ (tick) icon beside the invoice to approve it.

The invoice will be immediately approved.

If you need to reverse the action:

• Select the invoice.

• Use the action menu at the top-right above the invoice list.

• Choose Reject Invoice or Approve Invoice as needed.

How to Admin Approve or Reject Invoices in Bulk

1. Go to Menu → Invoices.

2. Filter to Pending.

3. Select multiple invoices using the checkboxes.

4. In the top-right action menu, choose:

   • Approve Invoice, or

   • Reject Invoice

⚠️ Important Limitations & Warnings

1️⃣ Vendor Notifications Are Not Sent

When invoices are admin-approved or rejected:

• Vendors are not automatically notified.

If communication is required, it must be handled separately.

2️⃣ Standard AP Routing Is Bypassed

If your organization uses AP email routing, the invoice will not automatically be forwarded to Accounts Payable.

You must send it to AP manually.

3️⃣ Validation Errors May Prevent Approval

If required fields are missing (for example, allocations or other mandatory details):

• An error message will appear in the bottom-left corner.

• The invoice cannot be approved from the list view.

In this case:

1. Open the invoice.

2. Resolve the issue.

3. Return to the Invoices page.

4. Approve it again.

When Should Admin Approval Be Used?

Because this feature bypasses the standard workflow, it should be used carefully and only when appropriate.