Approver UI - Reviewing Workflows and Taking Action

You can review the workflow, check comments, and take action—either approving or rejecting the invoice. 

Workflow Tab: Track Invoice Progress

When you select an invoice, the right-hand panel of the Approver UI displays the Workflows related to that invoice.

This tab provides a simplified overview of the workflow, showing the workflow steps, including the completed approvers, current approvers and pending approvers with username and timestamp.

The active step is highlighted, while pending and completed approvers are shown in grey boxes—giving you a clear view of the invoice’s progress at a glance.

Note: This is especially useful when multiple approvers are involved in the same invoice.

Comments Tab: Collaborate and Clarify

Next to the Workflow tab, you will find the Comments tab. Use this to communicate with other approvers or team members.

• You can read timestamped comments from users who previously handled the invoice.
• Use the text box at the bottom to add your comments.
• Mention someone directly by using @username— they will be notified about your comment in their inbox.

Invoice Lines

To review the invoice in more detail, use the Invoice Lines toggle to expand or collapse the line-level information. This section displays all itemised invoice lines, including the line number, description, quantity, unit price, VAT, net amount, etc. 

You can auto-size and rearrange the columns, hide or unhide fields, and save the view to keep your preferred layout.


You can sort columns in ascending or descending order, pin columns, auto-size one or all columns, choose which fields to show or hide, and reset the layout at any time.

Split and Group

You can perform actions such as split, unsplit, group, and ungroup on invoice lines. When splitting, you can either select one of the available templates or customise the split by choosing the number of rows, percentages, and other available settings.

Action Bar: Approve, Reject, and More

At the bottom of the Approver UI, you will see a fixed action bar. This is where you complete your main tasks.

Key Features:

• Options: Use the Options button to perform additional actions, like Pause or Reassign an invoice.
  

Note: If you reassign an invoice, it will be moved to the Historic Invoices tab with the status Forwarded.

• Reject: Click this to reject the invoice. A pop-up would appear asking you to provide a reason.
  
• Approve: Click this when you have reviewed and want to approve the invoice.
• Invoice Total: The total amount is always displayed so you can verify it before taking any action.

Tip: You can always return to the invoice later if you are not ready to take action immediately.