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Approving Billing Invoices

Approving billing invoices is an optional feature in Vantagepoint.

You turn on the invoice approval feature in Settings > Billing > Options. Then on a project by project basis, you enable invoice approvals and specify a specific approval process to use in a project's billing terms. When this is all set up, billing invoices for projects that have invoice approvals enabled must be submitted and approved before you can accept and generate final invoices for them.

An invoice approval process requires that one or more employees approve a draft invoice. Electronic alerts are automatically sent to the appropriate employees to notify them that the next action in the approval process is ready for them to complete. Approvers can share comments about the draft invoices.

For information on enabling and setting up the approval process for billing invoices, see Checklist for Enabling and Configuring Billing Invoice Approvals.

Invoice Approval Process

The common invoice approval process includes the following steps:

Step Description Where to Perform the Step
1. Submit a draft invoice. The person responsible for submitting invoices for a project submits an invoice for approval.

An alert is automatically sent to the person or group of people who are responsible for approving invoices for the project, so that they know an invoice is ready for their review and approval.

In either:
  • Billing > Interactive Billing
  • Billing > Batch Billing
2. Approve the draft invoice. The approver, or group of approvers (usually a project manager or principal), reviews the submitted invoice and approves or rejects it.
  • When an invoice is rejected, an alert is automatically sent to the appropriate people, so that they can address any problems with the invoice and resubmit it.
  • When the invoice is approved, the person who is responsible for accepting and generating the final invoice is automatically alerted so that person knows that the invoice is ready to accept and generate.
You can approve or reject invoices in either:
  • Billing > Invoice Approvals
  • Hubs > Projects > Draft Invoice Approvals
You can approve, but not reject invoices in Billing > Interactive Billing.

Draft Invoice Approvals in the Projects Hub

The Approving Invoices section of the Billing help covers the steps related to invoice approving that you complete in Interactive Billing, Batch Billing, or Invoice Approvals within the Billing application. For more information about using the Draft Invoice Approvals application in the Projects hub, see Draft Invoice Approvals.

Delegate Responsibility for Approvals

You can delegate responsibility for invoice approvals to another person. That person receives the same approval alerts that you would normally receive and has the same access to approve and reject invoices. You (the delegator) continue to receive alerts (along with the delegate), so that you are aware of any approvals processed in your absence. The delegate can approve various types of records on your behalf, but only if their role security allows access to the menu items from which to approve records as well as access to specific records, such as projects and employees.

To delegate approval responsibility, on the toolbar, click and then click My Preferences. On the General tab, select the Delegate Approvals to option.