Approve an Invoice

When a project is configured to use invoice approvals, all of the project's invoices must be approved before they are accepted and posted.

A red exclamation mark () displays on the Invoices tab if a draft invoice that you are responsible for approving or rejecting for billing has been submitted for approval for the currently selected project.

When you approve an invoice, you can also enter comments related to the approval that can be shared easily with others. This also applies to situations where invoices are incorrect and are rejected. In that case, you can enter comments that indicate the needed changes so the invoice can be approved.

If Deltek is configured to support invoice approval alerts, an electronic alert can be sent automatically to the appropriate employees after you approve an invoice to notify them that the next action in the approval process is ready for them to complete.

To approve an invoice:

1. The draft invoice precedes the Invoices grid, in its own row labeled Draft, followed by the invoice date and the invoice amount contained in the draft. Click on or hover over the draft invoice and click to the right of the row.
2. In the drop-down list, select Approve Invoice.

   Deltek displays the Billing Comments dialog box.

   • If there is an existing billing comment with In Process in the ACTION column, the status in that column is changed to Approved.
   • If there is no existing comment with In Process in the ACTION column, a new comment row with a status of Approved in ACTION is added to the grid.
3. Select the Approved comment row on the grid and enter your comment in Comment Entry.
4. Click Approve to approve the invoice for billing.

   When you approve the invoice, Deltek updates the invoice status to Approved. If Deltek is configured to support invoice approval alerts, Deltek sends an alert to the person responsible for the next step in the process so they can initiate the final billing process for the approved invoice.