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.

Primary, backup and amount tiers

Every approver in a step has a role: the primary gets the email with the link and the code to approve; the backup gets no email and decides from My approvals when the primary is away. Either decision counts the same.

Within one step, the amount decides who signs. Under Amount tiers in the chain builder you add one tier per range, each with its primary and backup: for example, the manager up to $5,900,000 and the director from $5,900,000.01. Tiers work in one of two ways, chosen per step: only the matching tier signs, or the tiers above sign as well. Amounts are inclusive and in the organization's base currency; an approver with no tier always takes part. If the primaries' tiers leave a gap, the chain can't be saved and the screen tells you which amounts have no approver. For what doesn't fit into tiers — quorum, several primaries in the same range, or overlapping ranges — the step has an advanced mode.

For documents in another currency, the amount is compared in the base currency using the exchange rate frozen when the approval was requested, and the approver sees it in their inbox. Changing a tier doesn't affect approvals already in progress. If the organization changes its base currency, the bands stay expressed in the previous currency: review them before approving again.

When someone stops approving (say, a director changes), Replace approver in the chain list swaps them for another person in every step where they appear, in the current process or all of them, keeping role and tiers. In approvals already in progress, the step being decided keeps whoever had it; steps that haven't started yet go to the new person.