Back to Home
Vporiadku
Try for free

Approving expenses and invoices: how it works

A rule says which expenses and invoices another person in the team must approve before they are paid or issued. The document then waits on the For approval screen.

Approval is a second pair of eyes: an expense over €500 is paid only after the owner approves it, and an invoice a team member issues goes out only after an admin lets it through. A document a rule catches waits on the For approval screen and the approver gets an e-mail.

Step by step

  1. Set up a rule

    In Settings → Approvals click Use on a template or create a New rule.

  2. A colleague books an expense or issues an invoice

    If the rule matches, the expense stays a draft and the invoice is not issued. Both go for approval and the document shows Waiting for approval.

  3. The approver decides

    In For approval they click Approve or Reject. A rejection carries a comment, which the author gets by e-mail.

  4. The document moves on

    An approved expense waits for payment. An approved invoice is issued and only then gets its number from the series. The author corrects a rejected document and clicks Send for approval again.

What you cannot do while it waits

  • The expense cannot be confirmed or paid, neither by hand, nor by matching a bank statement, nor with a PAY by square code. It is not in the To pay list either and never gets into a payment file for the bank.
  • The amount, supplier, currency, category and the account it is paid to stay as they are while the expense waits. To change them, the author withdraws the request, corrects the expense and sends it again.
  • The invoice cannot be issued or edited; to change it, the author withdraws the request. While it waits it carries a temporary NAVRH number and gets its number from the series only when it is issued, so a rejected and deleted invoice leaves no gap in the series.

Reminders

If the approver does not decide within two working days, they get a reminder. Weekends and public holidays are not counted.

Frequently asked questions

Does the owner have to approve their own documents?
No. Nobody approves their own document. If only the author is left in a step and that is the owner, the step counts as approved.
What if I approve a document and its amount changes later?
An approval covers the amount, the supplier, the currency, the category and the account the expense is paid to. When the amount goes up or any of these changes, the expense goes for approval again, also when it is already partly paid and also when somebody cancels it and brings it back. The same when the supplier's IBAN changes on its card: no payment order and no PAY by square code is prepared for the new account until somebody approves it.

Did not find your answer? Write to us at podpora@vporiadku.sk; we answer in Slovak, English and Ukrainian.

Try it in Vporiadku. Creating an account is free.

Try it for free

More guides

  • Inviting your accountant

    How to give your accountant access to your documents in Vporiadku: create an invitation, send the link, they accept it and can see and export everything, change nothing.

  • What your accountant sees

    In Vporiadku your accountant sees and exports documents, expenses, the bank and reports, reads the history of changes and the attachments, and creates or changes nothing.

  • History of changes: who changed what

    The history of changes shows who in the company created, changed, issued or cancelled a document, recorded a payment or changed the settings, with the old and the new value. Download it as CSV.

All guides