Every vendor invoice in Bizdivers moves through a controlled approval flow: Draft → Pending Review → Pending Approval → Approved (then Paid). Here's how to move one through.
Submit for approval
- Go to Expense → Invoices and click the View icon on the invoice.
- Check the Details, Lines, and Files tabs. This is the moment to fix anything the AI extraction got wrong.
- Click Submit for Approval. If the invoice has no vendor linked, you'll be asked to link one first, since approvals always trace back to a vendor record.
Approve (or reject)
- When an invoice is pending approval and you have an approver role, its detail view shows an Approval pending panel. Click Review & approve.
- The approval workspace opens with the invoice PDF front and center and a read-only summary beside it. The Approve and Reject buttons stay disabled until you've scrolled to the end of the document. Bizdivers won't let anyone approve an invoice they haven't looked at.
- Add a note in Comments if the next approver or an auditor should know something.
- Click Approve. A final Approval Checks dialog lists any blockers or warnings (missing W-9, duplicate suspicion, and so on) before you confirm.
On approval, the invoice posts straight to your general ledger. Every decision is recorded on the invoice's Approvals tab, a complete audit trail of who approved what, when.
Tuning the rules
Admins control the policy under Settings → AP Policy: an auto-approve threshold for small invoices, L1/L2 amount thresholds that route bigger invoices to more senior roles, duplicate-payment checks, and W-9 or contract holds that block payment until compliance is in order.