Datamolino has an optional Invoice approval workflow that you can turn on for folders where approving invoices would provide more clarity in your workflow.
There are no special user roles, no rules. Just simple Approve / Reject / Reset.
In this way you can adapt the use of the Approval Add-on to your own scenario.
How to turn on/off invoice approval for your folder
Click on Folder menu and select Accounting & Automation
Click on Workflow (on the left) and scroll down to the Invoice approval setting.
Enable or disable it and click on Save.
Optional: If you connected your folder to Xero, you can set an additional setting for requiring the document to be paired with a Xero contact for approval (Mandatory contact for approval).
How invoice approval works
The documents in a folder with invoice approval enabled will be divided into the following sections:
Awaiting Approval - Action to take: Approve or Reject
Approved - Action to take: Export
Rejected - Action to take: Delete invoices if you are satisfied with the rejection reason (remember that you can also Reject & Delete in one step if needed). Or send back to Awaiting approval.
Review required - Action to take: Delete the transactions that are "not extracted" (or amend the necessary invoice data). Resolve Duplicates.
Export Errors - Action to take: Resolve export errors and export
All files - All your transactions that are not deleted. Here you can find everything.
Trash - You will find deleted documents here (for up to 45 days)
Archive - For documents that you archived
How to use the Awaiting Approval tab
The Awaiting Approval tab groups invoices that have been captured by Datamolino and are "ready".
At this stage your options are:
Approve
Reject
Reject & Delete
Reset to Awaiting Approval
When you Reject a transaction you can also record a "reject reason".
The reject reason will be shown in the document detail of the transaction and also visible on mouse over when you hover over the "rejection icon".
How to use the Approved tab
The Approved tab groups invoices that have been approved and are not yet exported. Once you export invoices they will no longer be shown in the Approved tab. You will find them in the "All files" tab.
When you are done with exporting documents, the Approved tab should be empty (and the Export Errors tab should be empty as well).
You can Reset the approval status and also change the approval status from Approved to Rejected.
How to use the Rejected tab
The Rejected tab groups all documents that have been rejected.
You can easily review the reject reasons by hovering over the rejection icon in the list.
From here you have the choice to DELETE the document, Reset the Approval status to "Awaiting Approval" or Approve the document.
You should aim to resolve all rejected transactions by either deleting them or sending them back to the Awaiting Approval status.