How-to
How do you approve invoices without giving everyone a login?
By Tim White · Last updated
To approve invoices without handing out logins, use email approvals: send the invoice to the approver, they click approve or reject in the email, and the record updates. No account, no new tool to learn. It fits the person who signs off but never opens the finance app.
1. Extract and check the invoice first
Before anything goes for sign-off, the invoice is read into verified fields, vendor, amount, dates, line items, each with a confidence level. The approver is deciding on clean data, not squinting at a PDF.
2. Send it to the approver
Route the invoice to whoever needs to approve it. They get an email with the details and two buttons.
3. They click approve or reject
The approver clicks approve or reject right there. No login, no password reset, no seat to provision. This is the point: the partner, owner, or manager who signs off does not have to live in the tool.
4. The record updates
The decision is recorded against the invoice, so you can see what was approved, by whom, and move it toward payment.
Where email approvals go wrong
The approve and reject buttons belong to that one email, and the click is recorded as the sign-off. So do not forward the message to a colleague to press it for you: the record then shows their decision, not the person who was meant to authorize the spend.
Two more habits worth fixing. If you reject, say why in a reply so the invoice does not come straight back for the same reason. And on a phone, read the extracted total before you tap approve, not just the vendor name at the top.
Common questions
Does the approver need an InvoiceJet account?
No. That is the whole point of email approvals: they click approve or reject from the email with no account required.
Is there a record of who approved an invoice?
Yes. Each approve or reject decision is recorded against the invoice, so you can see what was approved and by whom before it moves toward payment.
What happens when an approver rejects an invoice?
The rejection is recorded against the invoice and it does not advance to payment, so a disputed bill is held until it is sorted out.
Sources
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