Invoice approvals

Available if your organization uses the invoice approval workflow (an administrator sets it up in the Administration Panel → Approval chains). Without the workflow enabled, invoices are approved or rejected manually from their detail.

The approval workflow routes each invoice to the right approvers based on cost center and amount, with ordered steps and amount thresholds. It replaces the email back-and-forth with a traceable flow.

How it starts

When an invoice comes in (through the supplier portal, by email or uploaded manually), someone on your team opens it, completes the accounting classification (cost center and whichever dimensions your organization uses) and sends it for approval. The invoice stays under review until the chain finishes: if every step approves it becomes approved; if any approver rejects, it becomes rejected with their reason.

Classification with suggestions

The system suggests each dimension's value and pre-fills it, with a badge indicating the source: Suggested from history (the same supplier's latest approved invoices used that value) or Suggested by AI. The suggestion is just a starting point: you can change it before sending.

The approval chain

• The invoice enters the chain indicated by the routing rules (by cost center and/or amount); if none applies, it goes to the default chain.

• Each step has an amount threshold: steps whose minimum exceeds the invoice amount are skipped automatically.

• A step can require all of its approvers, any one of them, or a quorum (N of M).

• The chain's progress (steps, approvers and decisions) is visible in the invoice detail.

My approvals

Approvers who use the platform have the My approvals inbox (in the Accounts Payable menu) with the invoices awaiting their decision: number, step, amount and access to the detail, with Approve and Reject buttons (rejection accepts a reason). They also receive an email and a notification for each pending approval.

Approving by email, without an account

An approver doesn't need to be a Sourced user. They receive an email with a secure link that opens a page with the invoice summary. To decide, they request a verification code sent to their own email, enter it, and can then approve or reject. The link expires after 3 days; if it expired, a user with an admin or accounting role can resend the request from the invoice detail (Resend button next to the pending approver), which generates a new link.

Configuration

Accounting dimensions, chains (steps, thresholds, modes and approvers) and routing rules are configured in the Administration Panel → Approval chains, by an organization administrator.