Accounts Payable: Approve or Reject Expense Invoice

Accounts Payable approval workflow helps ensure that expense invoices are reviewed and authorized before they move forward for payment. Authorized approvers can review invoice details, verify the expense, and either approve the invoice or reject it with comments when changes or additional information are needed.

This article walks you through how to review, approve, and reject an expense invoice in Accounts Payable.

Before approving or rejecting an expense invoice, make sure that:

• You have the appropriate role and permissions to approve or reject Payables.
• Approval Rules have been configured for your account.

Approve an Expense Invoice

1. Log in to ManageCasa and navigate to Accounting > Payables.
2. Navigate to the Pending Approval section to view payables awaiting approval.
3. Click on an invoice to review its details as needed.
4. You can also click the three-dot menu to access additional options, such as notifying the approver, editing, or deleting the payable.
5. When you’re ready to approve the invoice, click the Check icon.

6. A confirmation message will appear at the bottom of the screen confirming that the payable has been approved.

    

Approve Payables in Bulk

If you have multiple payables that are ready for approval, you can approve them at the same time.

1. From the Pending Approval section, select the checkboxes next to the payables you want to approve.
2. Once selected, the Approve option will appear.  
3. Click Approve to approve the selected payables.

Reject an Expense Invoice

If an invoice needs to be corrected or additional information is required, you can reject the payable.

1. From the Pending Approval section, open the invoice you want to reject.
2. Click the X icon to reject the invoice.
3. Enter a reason or comment explaining why the invoice is being rejected.
4. Confirm the rejection.

Providing a clear reason helps the person who submitted the invoice understand what needs to be corrected or updated before it is resubmitted.

Reject Payables in Bulk

You can also reject multiple payables at once.

1. From the Pending Approval section, select the checkboxes next to the payables you want to reject.
2. Enter a reason or comment explaining the rejection.
3. Click Reject Payment to reject the selected payables.

Reject an Already Approved Invoice

If you need to reject an invoice that has already been approved, you can do so from the Approved tab.

1. Navigate to Accounting > Payables > Approved.
2. Locate and open the invoice you want to reject.
3. Click the question mark icon to view the invoice's approval information and identify who approved it.
4. If you are the approver, you’ll have the option to select Reject Instead.
5. Add a reason or comment explaining why the invoice is being rejected.
6. Confirm the action to complete the rejection.

You can also click the three-dot menu to access additional options available for the invoice, including Reject Instead when available.

Need Help?

If you have any questions or need further assistance, feel free to reach out to the ManageCasa Support Team or visit our Help Center for more guides and troubleshooting steps. We’re always here to help!