Approve, Hold, or Reject an Invoice

Modified on Tue, 26 Dec 2023 at 12:34 PM

Summary: This article reviews how a user can approve, hold, and reject invoices that are assigned to them


Payables Permissions: Approve or reject documents as a full-access user or Approve/Hold/Reject as a limited-access invoice approver user. AP Managers can also mark invoices as approved without being an invoice approver.


Article Contains:

Review the Invoice

Regardless of whether the invoice gets approved, held, or rejected, the invoice approver will want to check the invoice. To review an invoice, click on the document icon.


The invoice will contain the document along with the coding attributes. 



Review the invoice to determine which action to take. 


Edit the invoice

If your organization allows invoice approvers to edit invoices, they can edit the details of the document pending their approval. 

Make the necessary coding changes and save. 

Approve the Invoice

To approve an invoice, click on the ‘Approve’ action in the ‘Documents’ tab. This will display any invoices that need approval including any invoices on hold.


When you're ready to approve invoices, select the invoices under the 'Approve' action and click Confirm



You can also take action in the invoice document view by clicking Invoice Actions on the top of the screen.

Hold the Invoice

To put an invoice on hold, click on the ‘Hold’ action in the ‘Documents’ tab. Select the invoices and click Confirm


Putting an invoice on hold keeps it with the Invoice Approver until the hold is resolved. Once it's resolved, it can be approved normally via the 'Approve' action.


You can also take action in the invoice document view by clicking Invoice Actions on the top of the screen.


Please note that full-access users with approve/reject permissions cannot put invoices on hold; only limited access invoice approver users can do this.

Reject the Invoice

To reject an invoice navigate to the ‘Reject’ action in the ‘Documents’ tab. Invoices with the status ‘Awaiting approval’ and ‘On Hold’ will be filtered in the list. Select the desired invoices to reject and click Confirm


Add a reason for rejecting the invoice in the pop-up, and confirm. 

The invoice is now rejected and will be returned to the AP team for the next steps. 


You can also take action in the invoice document view by clicking Invoice Actions on the top of the screen.






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