Accounts Payable - Adding & Approving Invoices Video Guide

Welcome to the Accounts Payable: Adding & Approving Invoices overview. In this video we will demonstrate how to add, update, and approve vendor invoices.

To get started, select Accounts Payable from the main menu. This will open the invoice dashboard where you can view, create, and approve invoices for your building. Ensure the applicable administrative group permissions are enabled to access the accounts payable feature.

By default, the dashboard lists all vendor invoices with the newest invoice at the top. You can change the list view from all invoices to Total Invoices This Month, Invoices Approved This Month, Invoices Pending Approval, or Invoices Past Due by clicking the icons at the top of the page.

You can conduct an all-text keyword search of the invoice list using the search bar, as well as filter the invoice list by status, vendor, and date. You can also sort the invoice list by: Invoice Number, Vendor Reference Number, Status, Payment Status, Created Date, Due Date, and Comments.

To add a new invoice, click Create New. Then, upload a copy of the vendor invoice. You can then view a list of your uploaded files, scrolls through the file preview, and if applicable delete a file. Next, enter the invoice details. Start with the invoice item and description. Then, select an expense account from the drop-down menu. Next, enter the invoice quantity and price. And pick the appropriate sales tax option. You can set a default sales tax option on the setup page. The invoice total will then be automatically populated.

Next, enter the invoice number and select the job the invoice is connected to. If you selected Add Invoice from the Jobs page, this field will be automatically populated. Then, select the vendor from the drop-down menu. And enter the purchase order number the invoice is connected to. Next, input the created date and due date for the invoice. If applicable, add any relevant comments about the invoice. 

After entering the invoice details, save the invoice with the appropriate status. Your status options will be determined by the approval rules configured for your workspace. Select Save as Draft if the invoice is not finalized. Select Save & Close if the invoice is final and does not require approval. And select Send for Approval if the invoice is final but requires administrative approval.

You will now see the new invoice with the appropriate approval status. If the invoice requires approval, an email notification will be sent to the approvers. Approvers receive one email each morning with a list of pending invoices. To approve the invoice, either click the link in the email notification or open the invoice from the invoice list. 

Then, open the Invoice Details tab and select either Approve or Decline. If you select Decline, you must enter a reason for declining the invoice. If the invoice has one approval stage, with a single approver, the status will now be changed to Approved. Approval rules and stages will be covered in subsequent training videos. Click the Approval Details tab to see the approval rule and stages for the invoice. 

You can also add internal comments to the invoice by selecting the Comments tab. Or return to the Invoice Details tab to update the invoice bank account, delete or download the invoice attachments, or upload new files to the invoice. To cancel the invoice, select Void Invoice at the bottom of the page. Vendors can also create invoices from the jobs section of the vendor portal. Invoices added by vendors will have the approval status Action Required. And you will need to add the expense details on the new invoice form.

This concludes the Accounts Payable: Adding & Approving Invoices overview. For more information on the Accounts Payable feature, please refer to our user guides.