When you finish reviewing an invoice, you record your decision with one of the actions in the toolbar at the bottom of the invoice: Approve, Reject, or Partial. This article explains what each does and when to choose it.
These actions are limited to the consultant role. If you don’t see the action buttons, your role can’t act on invoices.
The three decisions
Approve
Approves the invoice in full at the proposed amount. Use this when the billing matches the contract and supporting data.
Reject
Rejects the invoice in full. Use this when the charge isn’t valid — for example, work that wasn’t required or isn’t covered.
Partial
Approves the invoice at a reduced, reviewed amount. You enter the reviewed amount, and the savings are calculated as the proposed amount minus the reviewed amount. Use this when part of the bill is valid but the total is too high.
Partial and Request Data are hidden on adjusted (child) invoices — an adjusted invoice is one linked to an original invoice. On those, only Approve and Reject are available.
How an action is recorded
Each action opens a form dialog where you confirm the details (and, for Partial, enter the reviewed amount), then shows a confirmation. Submitting finalizes the invoice into its final status — Approved, Partial Approval, or Rejected.
Reopen a finalized invoice
Once an invoice is finalized, the action toolbar shows a single Undo Final Stamp button. Selecting it resets the invoice back to Pending so you can review it again. This clears the recorded decision, reviewed amount, and savings.
Request more data instead
If the invoice is missing information you need before deciding, use Request Data rather than guessing. The invoice moves to Pending Data and returns to Pending once the information arrives. See Request more data on an invoice.
When to open a dispute instead
Approve, Reject, and Partial record your decision on the invoice. If you need to push back to the vendor and negotiate a charge, open a dispute instead. See Dispute an invoice charge.
