This article explains how to move between Documents and Approvals, find what you need quickly, and understand what the different indicators mean.
Tips for speed
Use the coloured bubbles to jump directly into the section where work is pending.
Save frequently used folders as custom lists.
Depending on the action you need to take, go to Documents (to process or export) or Approvals (to review and approve).
1. Switching between modules
You can switch between Documents and Approvals from the top menu bar.
Both modules show the same invoices but from different perspectives:
Documents - manage, edit, and export invoices.
Approvals - review, approve, or reject invoices.
2. Quick navigation in Documents
Inside Documents, you can:
Use the predefined filters at the top to quickly locate documents that need your attention
Filter folders by name or client ID.
Create custom lists to group folders by workflow – e.g. VAT quarterly, construction projects, or clients by region.
Each folder shows coloured bubbles that represent how many invoices are in each stage:
Blue - Ready documents awaiting approval or export
Purple - Awaiting approval
Yellow - Rejected
Red - Export errors
Green – Approved & awaiting export
Black - Bank Statements
If approval is turned off for the folder:
Green - Ready
Yellow - Needs review
Red - Export errors
Black - Bank Statements
Clicking a bubble takes you directly to that section within the folder.
3. Quick navigation in Approvals
Inside Approvals, you can:
Use the predefined filters at the top to view all invoices Awaiting approval, Approved & waiting export, or Rejected.
Search by folder name or client ID.
Use the coloured bubbles to see invoice counts and jump directly to that section:
Purple – Awaiting approval
Green – Approved & awaiting export
Yellow/Orange – Rejected
Red - Export Failed
4. How Documents and Approvals stay connected
Both modules are in sync.
If you approve or reject something in Approvals, you’ll see this action reflected in Documents. Likewise, any exports or resets done in Documents will update the status in Approvals.
This means you can work from either view depending on what action is needed - the data is shared.
5. Folders with and without approval
Folders with approval turned on show a small check mark icon in the Approval column.
Folders without approval behave like before - all invoices can be exported directly without submitting for approval.
You can browse other helpful guides here: 👉 Explore all Approval articles