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Approve an invoice when you have reviewed its posted amount and authorized a later payment. Remove approval when an unpaid invoice should return to review. Approval is separate from payment status: an invoice can be Owed and either approved or not approved.

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Check Your Authority

With custom approval rules off, every user can approve invoices. With custom rules on, your assigned role must allow the invoice’s Type and total amount. The action remains visible when you lack authority, but is disabled and explains why. See Approvals for the authority model and Configuring Approval Rules for the administrative task.

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Approve One Invoice

  1. Open an invoice from a company- or event-scoped Financials list.
  2. Confirm the Type, payee, line items, Total, event, and supporting files.
  3. Select Actions → Approve.
  4. Check that the header badge changes from Not Approved to Approved.
Invoice detail for INV-504173-875 with a Not Approved badge. The Actions menu is open and lists Edit, Run Bill Review, Approve, a disabled Revert All Payments, and Void; the page shows the IMG 04 Invoice Approvals Services payee, its linked event, dates, memo, and line items.

The Not Approved badge and available Approve action show that this Owed $3,150 invoice is ready for an authorized reviewer; approving it does not change its payment status.

The invoice stays Owed; approval does not record a payment. When an authorized user records a payment against an unapproved invoice, the app can also approve it implicitly as part of that payment.

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Approve Several Invoices

  1. In a Financials invoice list, select the rows you reviewed.
  2. Select Actions → Approve.
  3. Review the Approve Invoices confirmation. It separates invoices that will be approved from ones already approved and skipped.
  4. Select Approve.
Financials invoice list filtered for IMG 04 with three selected rows: INV-123640-600, INV-079760-590, and INV-504173-875. An Approve Invoices dialog states, 'Approve 2 invoices. 1 will be skipped (already approved),' and provides Approve and Cancel buttons.

The confirmation makes the bulk result explicit: two selected invoices will be approved, while one already-approved invoice is safely skipped.

Bulk approval is available only when you have authority over every eligible invoice in the selection. Remove a row outside your limit or ask a user with the required role to approve it.

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Remove Approval

Approval can be removed only while no payments are recorded.
  1. Open an approved Owed invoice.
  2. Select Actions → Unapprove.
  3. Confirm that the badge changes to Not Approved.
Invoice detail for INV-079760-590 with an Approved badge. The Actions menu is open and lists Edit, Run Bill Review, Unapprove, a disabled Revert All Payments, and Void; the page shows the IMG 04 Invoice Approvals Services payee, its linked event, dates, memo, and line items.

An Owed $1,720 invoice can be returned to review because it is approved but has no recorded payments, so Unapprove is available directly from Actions.

If the invoice is Partially Paid or Paid, Unapprove is disabled. Hover or focus it to see the explanation. To remove the approval:
  1. Select Actions → Revert All Payments.
  2. Review the payment count and total, then confirm Revert All Payments.
  3. After the invoice returns to Owed, select Actions → Unapprove.
Reverting payments does not remove approval. It only makes approval revocable again. The separate Unapprove action is required.
After any approval change, verify both axes: the invoice’s payment-derived status and the approval badge. The Invoice Lifecycle explains why they change independently.