Approve, Hold, Reject, or Route an Invoice

The Five Workflow Actions

Action	What it does
Approve	Sends the item on to the next person in the workflow. The item becomes read-only for you once approved. A confirmation prompt appears by default.
Hold	Parks the item. Only you can edit a held item — it sits in your On Hold filter until you approve, route, reject, or delete it.
Reject	Sends the item back down the workflow with a reason. You choose which level to send it to — typically Data Entry. A rejected item cannot be edited.
Route	Manually sends the item to a specific person, bypassing the automated workflow. Choose a route type (Group, Named User, Job Manager, Account Manager, AP Manager), then the recipient.
Dispute	Sends the item back to the AP Manager with a note that the document does not match your records. Use this when the invoice amount, vendor, or job is wrong on the document itself.

Holding an Item

Step 1: Open the invoice from the Invoices list.

Step 2: Tap Actions on the bottom action bar, then tap Hold.

Step 3: Enter a reason for the hold and tap Hold to confirm.

The item moves to your On Hold filter. Only you can edit it until you approve, route, reject, or delete it.

Rejecting an Item

Step 1: Open the invoice.

Step 2: Tap Actions on the bottom action bar, then tap Reject.

Step 3: Enter a reason and choose which level to reject to.

Most rejections go back to Data Entry. Your company's workflow may include other roles in the picklist.

Step 4: Tap Reject to confirm.

⚠️ Important

Rejection is permanent. You cannot edit a rejected item afterward. Use Hold instead if you need to keep an item open while you investigate.

Routing to Someone Specific

Step 1: Open the invoice.

Step 2: Tap Route on the bottom action bar.

Step 3: Enter a reason for the manual route.

Step 4: Choose a Route Type, then pick the recipient.

Route types include Group, Named User, Job Manager, Account Manager, and AP Manager.

Step 5: Tap Route to confirm.

Vendor Insurance Warnings

Depending on your company's setup, an expired vendor insurance certificate will either display a warning or block approval entirely. If approval is blocked, tap the vendor name in the Header tab to view insurance status, then contact AP to follow up.

Viewing Workflow History

Open an invoice and tap the Summary tab. The History section lists every step the item has taken: who captured it, who approved it, where it is now, and what remains in the workflow.