Invoice Approval Workflow

Overview

DocuClipper’s invoice approval workflow lets you submit invoices for approval and have designated approvers approve or reject them. Approval rules determine who must approve based on amount, vendor, category, and other conditions. This article describes the user actions: submitting, approving, rejecting, and viewing history. For how to configure rules and approvers, see Understanding invoice approval rules.

Who can access this? The full AP Queue and approval configuration require a contract admin account. Standard team members can view and edit invoices but cannot access the AP Queue tab or configure approval rules.

Submitting an invoice for approval

1. Open the invoice from the Invoices list (click the row).
2. In the right sidebar, find the Approvals section.
3. When the invoice is ready for review (fields and document type are correct), click Submit for approval.
4. The system evaluates your approval rules and notifies the required approvers. The invoice status becomes pending until the required approvals (or rejections) are received.

Approving or rejecting an invoice

If you are an approver for an invoice (based on the rules):

1. Open the invoice from the Invoices list. You can use the Needs Approval tab to see invoices waiting for approval.
2. In the Approvals section you’ll see the current status (e.g. pending) and progress (e.g. 1/2 approved).
3. Optionally enter a comment in the text area.
4. Click Approve to approve the invoice, or Reject to reject it.
5. If multiple approvers are required, the invoice remains pending until the rule’s requirements are met (e.g. all must approve, or any one can approve, depending on the rule).

Viewing approval history

In the Approvals section, use Approval history (or similar) to open a list of past actions: who submitted, who approved or rejected, and when. This helps with auditing and follow-up.

Status and progress

• Pending – Waiting for one or more approvers.
• Approved – The required approvals were received.
• Rejected – At least one approver rejected the invoice.
• Progress (e.g. 1/2 approved) shows how many of the required approvers have acted.

Related articles

• Understanding invoice approval rules – How to set up conditions and approvers.
• Adding, removing, and reactivating users – So the right people can be assigned as approvers.