Approving received invoices

Approvals add a "four eyes" check to received invoices. When someone confirms the document details of a received invoice, DOXIO uses your rules to decide whether someone has to approve it. Until the invoice is approved it cannot be exported, sent to ABRA Flexi or included in a payment order.

Switching on and plans#

• Switch approvals on in Settings → Invoice approvals. They are off by default.
• Accounting must be on.
• Rules with one step are part of the Team plan, chains with two or three steps of Office and higher.
• Only the organization owner switches approvals on or off, changes separation of duties and edits the rules. Anyone a rule names can approve — members too.
• Switching approvals off always works. After a downgrade, approvals and the stored rules stay in force; they just cannot be edited beyond the plan.
• Invoices still waiting for approval when approvals are switched off stay blocked until someone decides them or the owner cancels the approval on the invoice (Cancel approval, with a reason).

Rules#

Rules form an ordered list. For every confirmed received invoice DOXIO walks the list from the top and uses the first enabled rule that matches. An invoice no rule matches needs no approval.

Rule conditions (every condition that is filled in must hold; in lists one match is enough):

A rule without conditions matches every received invoice — useful as the last "everything else" rule.

Each rule has 1 to 3 steps. In a step you pick specific people, roles (owner, admin, member) or both; any one of them approves the step. When nobody is left in a step (people left the organization), owners and admins approve it.

How an approval runs#

1. 1
   When someone confirms a received invoice and a rule matches, an approval request starts. The chain of steps is stored as it was at that moment — editing the rule later does not change a running request.
2. 2
   The approvers of the first step get a notification under the bell and, depending on their notification settings, an e-mail.
3. 3
   Approve in the document review, on the Document details tab or on the To approve page. You can add a comment.
4. 4
   After a step is approved the next step is due. After the last step the invoice is approved — and if automatic sending to ABRA Flexi is on, it is sent only now.
5. 5
   Rejecting needs a reason. The document details go back to draft and whoever uploaded and confirmed the invoice is notified with the reason. After fixing and confirming again a new approval starts.

When you reopen the details of an invoice under approval, the running approval is cancelled and starts again after the next confirmation. The whole history shows on the document and in the activity log.

What an approval blocks#

• Accounting export — an unapproved invoice is left out of the file (reason "The invoice waits for approval" or "The invoice was rejected").
• Sending to ABRA Flexi, manual and automatic.
• Payments — an unapproved invoice cannot go into a payment order, and its QR Platba cannot be downloaded.

Invoices confirmed before approvals were switched on are not approved retroactively.

Deputy during absence#

In Settings → Invoice approvals everyone can set a deputy and a period (from–to). Owners and admins can set one for anybody. During that period the deputy can approve everything the absent person could — the decision shows on whose behalf it was made.

Separation of duties#

This option is on by default:

• whoever uploaded the invoice or confirmed its details cannot approve or reject it (not even as a deputy),
• one person decides at most one step of the same request.

When separation of duties excludes everyone in a step (and their deputies), the owners and admins who are not excluded approve it. When none of them is left either, the invoice shows Cannot be approved — no eligible approver. The owner can then decide as an exception: a reason is required and the activity log records the decision as a separation-of-duties override.