How to approve an invoice - NextGen

This article relates to the Quadient AP NextGen UI, which is being released to our customers on a rolling basis. To learn more about the NextGen UI, please reach out to your Customer Success Manager.

Invoice Approvers and Super Approvers can see all invoices currently waiting on their approval in the Pending Approval tab. This guide will walk you through all aspects of approving invoices. 

• View your Pending Approval invoices
• Approve an invoice
• Reject an invoice
• Edit invoice coding before approval (Super Approvers only)

View Pending Approval invoices.

Each approver will see the invoices pending their approval in the Pending Approval tab. Click on an invoice to go into the invoice details and review the coding before approving or rejecting it. If you are unable to see specific invoices in the Pending Approval tab, ensure that you do not have any custom filters enabled which might be altering your view. 

Approving invoices

Click into the invoice details view to review the coding. From here you can view the header and line item fields to ensure they are coded correctly and view the invoice image to verify this is correct as well.

Click Approve once the coding is verified to add your approval to the invoice. If you are the only approver, the invoice will move to Approved status in the Ready to Export tab. Your approval will be recorded on the invoice and can be viewed by clicking the thumb icon. 

If there are multiple approvers in the workflow, the invoice will stay in PA status with your approval recorded, and show who is remaining to approve it.

Rejecting invoices

Click into the invoice details view to review the coding. Like with approving an invoice, you can view the header and line item fields to ensure they are coded correctly and view the invoice image to verify this is correct as well.  If the invoice needs to be rejected, click the red Reject button. When rejecting an invoice, you must leave a comment explaining the reason for rejection. Rejected invoices return to the In Progress tab in rejected status.

Edit invoices coding before approval (Super Approvers only)

Users with the Super Approver role can make some coding changes to invoices while in Pending Approval status. You can learn more about the Super Approver role here.