Review and approve an invoice

Click any invoice in Documents to open Invoice Details, with the original file alongside.

1. Check the header

Make sure Supplier, Date, and Total match the document. You can also set:

• Shipping Address: decides which project the invoice belongs to.
• Expense Account: used when exporting to QuickBooks.
• Payment Terms: Due on Receipt, Net 10 to Net 90, COD, Prepaid, or EOM.

Click any field to edit it.

2. Check the line items

Look at the Insights column. Red and orange flags are lines where you may have overpaid. Hover one to see the comparison. See Read price insights.

If a line was read wrong, fix it. See Edit line items.

3. Approve

Click Approve. The button changes to Approved ✓ and the status changes to Approved. If you've turned on Export on approval, it goes to QuickBooks too.

Tip: Turn on After approving, go to the next invoice in Settings → Preferences to work through a stack quickly.

More actions

The ⋯ menu on an invoice has:

• Reprocess Invoice: read the file again
• Refresh pricing insights: recheck prices with the latest data
• Change to Quote: if it's really a quote
• Mark as unread
• Export: Download Invoice, Export to Excel, or Export to CSV
• Report a Problem: send it to our team with a note
• Archive