How do you approve invoices without giving everyone a login?
By Tim White · How-to · Last updated
Use email approvals. You send the invoice to the approver, they click approve or reject in the email, and the decision is recorded on the invoice. They don't need an account or a password. It suits the owner, partner or site manager who signs off on spend but never opens the finance software.
1. Check the invoice first
Clear any flagged fields before you send it. The approver should be deciding on the right total and vendor, not catching a misread.
2. Send it to the approver
From the invoice in InvoiceJet, request approval and enter the approver's email address. They get an email with the vendor, amount and due date, and two buttons.
3. They approve or reject
One click, from a phone or a desk. No login and no seat to pay for. The invoice shows who it was sent to and what they decided, so you can move it to payment or back to the vendor.
Keep the record honest
The click is the sign-off. If the approver forwards the email to someone else to press the button, the record no longer reflects who authorized the spend. Ask approvers to act on their own copy.
Agree on a rule for amounts, too. A common one: anything over 1,000 dollars, or any vendor you haven't paid before, needs approval before payment.
Common questions
Does the approver need an InvoiceJet account?
No. They approve or reject from the email.
Is there a record of who approved an invoice?
Yes. The decision and the approver's email address are recorded on the invoice.
Sources
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Try it on your own invoices
10 invoices a month free, no card. Every field comes back with a confidence level and the text it was read from.