Invoice Approvals

In this guide we will cover:

• What are Invoice Approvals?
• Enabling Invoice Approvals
• Allowing Agents to Approve
• Requesting Approval

What are Invoice Approvals?#

Invoice approvals allow an agent from a select list to accept or reject the contents of an invoice, and this could also delay the sync to an accounting integration until an invoice is approved.

Enabling Invoice Approvals#

To enable invoice approvals, head to Configuration > Billing > General Settings > "Approvals" dropdown. Here you can enable approvals, as well as configure if they sync to billing integrations before or after approval.

Fig 1. Enabling invoice approvals

Allowing Agents to Approve#

Within an agent's profile (Configuration > Teams & Agents > Agents > Details tab, you can allow an agent to be able to approve. In addition to this, the agent must have an email set against their profile.

Fig 2. Permission to approve invoices

If you would like approvers to be able to approve their own requests ensure you have also enabled "Show the logged in Agent in the approvers list (if they are an approver)" under Configuration > Billing > General Settings > Approvals. This will allow approvers to select themselves in the list, so they can then approve/reject the invoice. 

Auto-Approve when an Approver is Requesting (v2.251+)#

From v2.251+ you can have invoices automatically approved if the agent requesting approval is an invoice approver. This is controlled using an agent permission, allowing you to control who's invoices are automatically approved. Even if an agent is an administrator, they still require this permission.

To do this give approval agents the permission "Can self approve on billing entity approval processes" against their agent profile or their role. 

Fig 3. Can self approve on billing entity approval processes permission

Note: This permission will also allow purchase orders and quotes to approve automatically when this agent requests approval, should they be an approver for these entities too.

Now, if an agent with this permission requests approval for an invoice, it will automatically approve.

Requesting Approval#

After creating an invoice, the option to "Request Approval" appears in the top bar. 

Fig 4. Request Approval button.

Upon clicking, a popup will show to choose an approver from the list of agents set as approvers as per Figure 5.

Fig 5. Agent approvers

After saving, the agent who is set as the approver will see the "Accept" and "Reject" buttons.

Fig 6. Approving an invoice

The side bar will show the approval details like below.

Fig 7. Approval Details on an invoice

To prevent Invoices from being sent by Agents until Approval has been granted, enable "Invoices must be approved before they can be sent" in Configuration > Billing > General Settings. This will hide the "Send" action until approval has been granted.