If you’ve used Approval before, the process will feel familiar.
This article focuses on what’s different in the new version and how to navigate it confidently.
If you’re new to the feature or want to see the full process step by step, check out 👉Get started using Approval.
Quick summary of what changed
The Approval process now starts from the Ready tab in Documents.
To Approve/Reject document, you need to first Submit it for Approval.
Document gets locked and you can Approve/Reject it in Approvals module.
Direct exports (without approval) now happen from Ready inside Document Detail, not Awaiting Approval.
Documents and Approvals stay fully synced.
Why we updated Approval
We’ve rebuilt the Approval feature to create a stronger base for future improvements - including multi-step approval workflows.
The new version clearly separates Documents (where invoices start) from Approvals (where they’re reviewed), ensuring consistent statuses and protecting documents from unwanted edits during the review process.
What stays the same
Most of your workflow remains intact:
Approval is still folder-based.
You can still approve, reject, and export invoices.
You can still export invoices directly if approval isn’t required.
The Audit Trail continues to record every action for full visibility.
The new approval flow in detail
A few things now work differently in the new version:
1. Approval now starts in Ready
Previously, captured invoices appeared in Awaiting Approval.
Now, new invoices appear in Ready under Documents.
From there, you decide:
Submit for approval - sends the invoice to Approvals for review.
Export directly - if approval isn’t required.
This gives you full control over which invoices require approval and which can go straight to accounting.
2. Editing during approval is blocked
Once submitted for approval, invoices become read-only.
You can only edit them after you Reset Approval in Documents or once they’ve been Rejected.
3. Approvals live in a separate module
Approvals are no longer managed inside the Documents list.
Each module now focuses on its own part of the process:
Documents - where your finance team works.
Approvals - where approvers review, approve, or reject (export is possible too)
Both stay synced: any status change in one view updates instantly in the other.
Where to find invoices that need action
The new Approval module works hand in hand with the Documents view.
Each shows the same invoices but focuses on different stages of your process.
If you’re working in 👉 Documents
Ready | Captured invoices waiting to be submitted for approval or exported. |
Needs Review | Rejected, data duplicates or not captured invoices needing your review. |
Export Failed | Invoices that failed to export and need a fix. |
Awaiting Approval | Shows all invoices submitted for approval. |
Awaiting Export | Invoices approved and waiting to be exported. |
If you’re working in 👉 Approvals
Awaiting Approval | Invoices waiting for your approval decision |
Approved → Awaiting Export / Export Failed | Invoices ready for export or failed export where review is needed |
Rejected | Invoices returned for correction |
Main actions and where to do them
Action | Where to do it now | What changed |
Submit for approval | From the Ready tab in Documents. | Once submitted, the invoice becomes read-only in Documents and moves to Approvals. |
Direct export | From the Ready tab in Documents | Previously, you could export directly from Awaiting Approval. Now, invoices that don’t need approval should be exported straight from Ready. |
Approve and export | Approve in Approvals, then export from either module. | Direct export from Awaiting Approval is no longer available. |
Edit after submission | Reset Approval in Documents or edit after rejection. | Editing is now blocked until approval is reset or the invoice is rejected. |
View all awaiting approvals | Visible in both Documents and Approvals. | - |
View approved, rejected, or awaiting export | Available in both modules under their respective tabs. | - |
Move between folders | In Documents module from any tab except Awaiting Approval. | Documents arriving in a master folder can still be moved into the approver’s folder. If a document has already been approved, moving it will reset its approval. |
You can browse other helpful guides here: 👉 Explore all Approval articles