If you are an approver, you can review invoices and approve or reject them straight from the Datamolino app on your iPhone.
The steps and screens in this article are for the iOS app. You can download it from the App Store.
What this article covers:
Finding invoices waiting for your approval
Reviewing an invoice before you decide
Workflow details, files and history
Approving or rejecting an invoice
Editing an invoice during approval
Frequently Asked Questions
Finding invoices waiting for your approval
When you open the app, a banner at the top of the screen tells you how many approvals are waiting for you and in how many folders.
👉 Where can I see the invoices waiting for me?
The approval banner shows the total, for example 3 approvals in 2 folders, with a breakdown underneath (1 in this folder · 2 in other folders). Tap the banner to open the Approvals view.
The Approvals view groups your waiting invoices by folder. Each folder shows how many approvals are waiting there.
👉 How do I know an invoice needs my decision?
An invoice that needs your decision is labelled Awaiting approval and marked with Your decision.
👉 Can I filter the invoices to only see those assigned to me?
You can show only the invoices waiting for your decision in the current folder by turning on the Assigned to me toggle on the Documents tab. The list then hides everything that is not assigned to you. The toggle works within the folder you are in, so switch folders to check another one, or use the Approvals view to see all folders at once.
Reviewing an invoice before you decide
Tapping an invoice opens the Approval screen. The folder name is shown at the top, so you always know which folder the invoice belongs to.
👉 What can I see before approving?
The Approval screen shows the invoice image and the main captured details, so you can check the invoice without leaving the app. You will see:
A preview of the invoice. Tap the expand icon to see it full size.
Invoice number, Issued date and Due date.
Document type and Currency.
Description.
Net, Tax and Total amounts.
👉 Can I check the individual line items?
You can review line items if your team uses them. Under What you are approving, tap Review all line items. Each line shows its description, its net, tax and total amounts, and its coding. Use the search box to find a line by description or accounting code. Tap Close to go back to the invoice.
Workflow details, files and history
Below the main details, you can see where the invoice is in the approval workflow and open any extra information attached to it.
👉 Where can I see approval details?
Expand Workflow details to see the approval path the invoice is following. The Current stage shows Your decision is needed and lists each approver at that stage with their status, for example Awaiting decision. The Submission section shows who submitted the invoice and the date it was first submitted.
👉 Where can I find attachments and the invoice history?
The sections below Workflow details give you more information about the invoice:
Raw capture data shows the data captured from the invoice.
Files shows any files attached to the invoice.
History shows the invoice's history.
Open in web app opens the invoice in the web app.
Approving or rejecting an invoice
The Approve and Reject buttons stay at the bottom of the Approval screen, so you can make your decision at any point while reviewing.
👉 How do I approve an invoice?
To approve an invoice:
Tap Approve.
Confirm your decision.
Once you confirm, your approval is recorded on the invoice.
👉 How do I reject an invoice?
To reject an invoice, you need to give a reason:
Tap Reject.
In the Reject invoice window, type your reason in the Reason field. The reason must be at least 5 characters long.
Tap Reject invoice. The button stays greyed out until your reason reaches 5 characters.
If you change your mind, tap Cancel to close the window without rejecting the invoice.
Editing an invoice during approval
The mobile app screens are for reviewing and deciding. If your approval workflow allows you to edit the invoice, you make the changes in the web view, which opens inside the app.
👉 Can I change the coding from the mobile app?
You can change the coding if your approval workflow gives you permission to edit. Editing happens in the web view, not on the mobile Approval screen.
👉 How do I edit the coding?
To edit the coding:
On the Approval screen, scroll down and tap Open in web app.
In the web view, tap View in Documents.
Edit the coding on the invoice.
Tap Done to return to the app.
Frequently Asked Questions
👉 Do I need to switch folders to see all my approvals?
You do not need to switch folders. The approval banner counts approvals across all your folders, and the Approvals view lists them grouped by folder.
👉 Can I open the whole folder in the web app?
You can open a folder in the web app from the Approvals view by tapping Web version next to the folder. On the Documents tab, you can also tap Open folder in web app.
👉 Where can I learn more about approval workflows?
Learn more about approval workflows and roles and permissions in approval.