Approving invoices
By default, invoices raised via the invoice run are generated with a draft status, and so these need to be approved before they can be issued by email or post.
This article covers how to approve invoices, either individually or en masse.
How to approve invoices
To approve one or more invoices, follow the steps below:
-
Select Invoices from the main navigation menu, then select the Draft tab to view all current draft invoices.
- To approve an invoice individually, select the invoice from the list and then select the Approved box above the invoice content.
- To approve multiple invoices at once, select the tick box to the left of the appropriate invoices in the Draft list and then select Actions before selecting Approve.
- To approve all invoices in the list, select the tick box to the left of the Invoice no. column heading, then select Actions before selecting Approve.
The Filter (top right of the list) can be used to narrow down the invoices displayed by various details if necessary.
If there are many draft invoices and you wish to see a longer list on a single page, scroll to the bottom of the list and select the per page option to update it from the default 20 per page to 50, 100 or 200 results per page.
It's important to make sure you're happy with the details of an invoice before approving. To assist with this, it can be useful to hold the Ctrl key or use the Middle mouse button while clicking on one or more invoices from the list. This will open each in a new browser tab, to allow for review before selecting to Approve (or otherwise). If you make a mistake, you can select Approve once again to return the invoice to draft. Each tab can be closed after reviewing/approving.
When invoices have been approved, the final step is to issue/send them out, which can be done by email or post. You can learn how to send invoices by continuing to the next help article via the link below.
By default, invoices are generated with a Draft status. However, some providers prefer invoices to be automatically set to Approved when created. To enable or update this setting, please contact support@crmhq.co.uk.