The approvals workflow

InvoiceFlow includes an optional approval step before invoices are exported. This is useful when you want a second set of eyes on invoices before they hit your accounting system.

Roles

• Members — can upload, extract, review, edit, and submit invoices for approval
• Admins — can do everything members can, plus approve, reject, and export

Approval flow

Upload → Extract → Review → Submit for Approval → Approve → Export
                                                ↓
                                              Reject → (member edits and resubmits)

Submitting for approval

1. Open the invoice in Results and complete your review.
2. Click Submit for Approval.
3. The invoice status changes to Pending Approval.
4. Admins receive a notification.

Approving an invoice

1. Admins see pending invoices in the Queue under the Needs Review tab.
2. Open the invoice, review it, and click Approve or Approve & Export.
3. Approve marks it as approved without exporting. Approve & Export approves and immediately exports to QuickBooks.

Rejecting an invoice

1. Click Reject and enter a reason (required).
2. The submitter receives a notification with your rejection reason.
3. They can edit the invoice and resubmit.

Skipping approvals

If your account doesn't need an approval step, admins can upload, review, and export directly without going through the approval flow.