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Approve or Reject Invoices on the Draft Invoice Approvals Form

You can review submitted billing invoices, add comments and annotations, and approve or reject them on the Draft Invoice Approvals form.

This topic applies if you use an invoice approval process for a project's billing invoices.

An exclamation mark displays next to Draft Invoice Approvals in Hubs > Projects if a draft invoice that you are responsible for approving or rejecting has been submitted for approval for the currently selected project.

To approve or reject a submitted invoice, you must be specified as an approver, a rejecter, or both in the approval workflow that is assigned to a project.

This topic covers instructions for approving and rejecting invoices in Draft Invoice Approvals in the Projects hub. You can also approve and reject billing invoices in Invoice Approvals in the Billing application. In Interactive Billing in the Billing application, you can also approve, but not reject, invoices.

To approve or reject an invoice on the Draft Invoice Approvals form:

  1. In the Navigation pane, select Hubs > Projects > Draft Invoice Approvals.
  2. In the Draft Invoice Approvals search field, select My Draft Invoices or select the project.
    The search results for the project lookup include only the projects you have rights to approve.
  3. To display the draft invoice, click the Invoice Preview tab or the Draft Preview tab.

    The Invoice Preview tab displays if you have Use Markup on Draft Invoices set to No in Settings > Billing > Options. When this option is set to Yes, the Draft Preview tab displays instead.

  4. To review comments entered when the invoice was submitted: On the General tab, click More under Draft Invoice Comments to open the Draft Invoice Comments dialog box.
  5. Review the invoice information on the General tab and on the tabs that display transaction detail, and make any necessary changes if your role has security to do so.
  6. To enter comments as you review the invoice detail, complete one of the following:
    • If you do not use markup on draft invoices: On the Invoice Preview tab, add comments in the Draft Invoice Comments pane.
    • If you use markup on draft invoices: On the Draft Preview tab, use the annotation tools on the right side of the toolbar to make annotations and comments, such as highlighting and underlining, directly on the draft invoice that displays on the tab.
    Until you approve or reject the invoice, the action associated with the comment is In Process.
  7. On the Draft Invoice Approvals actions bar, click Approve to approve the invoice for billing or click Reject if you want to alert the person responsible for billing to circumstances that prevent the invoice from being approved for billing.
    If the option that you want is not available, you do not have the necessary approval rights for the selected project. When you approve or reject an invoice, an alert is sent to the person responsible for the next step in the process, so they can either initiate the final billing process for an approved invoice or resolve the issues that caused you to reject the invoice.
  8. On the Draft Invoice Comments dialog box, enter any comments related to the approval or rejection and then click Save to approve or reject the invoice.