All invoices follow the approval flow configured for your business. However users with the Manage Invoice Workflows permission can add one or more extra approval stages to a specific invoice to allow more flexible approval flows.
Important: Adding an approval stage only affects the individual invoice you're working on. It does not change the permanent approval workflow configured for the folder, and it has no effect on any other invoice - past or future. Each addition is a one-off adjustment for that invoice only.
This is useful when an invoice is an exception to the standard process - for example, if it needs a second opinion, sits across two departments, or otherwise doesn't fit neatly into the predefined workflow.
Who can use this feature?
| Permission | What it allows |
|---|---|
| Manage Invoice Workflows | On any invoice the user has access to: add new approval stages, edit the name and assigned approver of stages that haven't been reached yet, reorder those stages, and delete them. |
How to add Approval Steps
The Manage approval stages button is displayed next to the workflow diagram, provided the invoice has not yet been fully approved or paid.
Selecting Manage approval stages opens the Workflow steps settings modal.
This modal lists every stage in the invoice's current workflow, in order.
From here, you can create, edit and delete new approval steps for this invoice. Once a step is added you can also assign a user as the approver.
Stages that are the current stage or have already been approved cannot be edited, reordered, or deleted — their name and approver fields are locked, and no arrow or bin icons are shown for them.
Adding an approval stage
- Open the invoice.
- Select Manage approval stages next to the workflow diagram.
- Select Add step. A new, empty stage is added to the workflow.
- Enter a name for the stage.
- Select an approver for the stage from the dropdown. This can be any active user.
- Use the arrow icons to position the new stage where you want it in the workflow.
- Select Save changes.
Frequently asked questions
If I add a stage to this invoice, will it apply to other invoices in the same folder? No. A stage you add is created for that specific invoice only. It has no effect on the folder's permanent approval workflow, and it will not appear on any other invoice, including future invoices raised in the same folder.
What happens to a stage I've added if the underlying workflow is changed later? If the permanent workflow for the folder is changed, any manually added stages on invoices affected by that change are removed automatically, since they may no longer fit the new workflow.
Can I add a stage before the current stage in the workflow? No. Stages can only be added after the invoice's current stage — you cannot insert one earlier in the process.
Can I reorder or delete the invoice's original approval stages? No. The original stages that make up the invoice's standard workflow cannot be reordered or deleted. Only stages you've added, and that haven't been reached yet, can be repositioned or removed.
Is there a limit to how many stages I can add? Yes. An invoice can have a maximum of 10 total approval stages, counting both its original stages and any you've added.
What happens to added stages if the invoice is queried, resubmitted, or replaced? They're kept. A queried, resubmitted, or replaced invoice is treated as the same invoice, so any stages you've added remain in place.
Who can change the approver on a stage I've added? Only users with the Manage Invoice Workflows permission can edit the approver assigned to an added stage, either from the Workflow steps settings modal or the assignment pill on the workflow diagram.