Approvals
This is your queue. Anything routed to a workstation you’re a member of shows up here, ready for you to review and approve. The page replaces the “who has the file?” problem with a clear, shared list — every reviewer sees the same view.
Navigate to Cockpit → Approvals to open the page.
If you don’t see any stations and you expect to, ask your administrator to add you to a station — see Manage Workstations.
What you see
Each workstation you’ve been assigned to appears as a card. The header shows:
- The station’s name and chips showing what it handles by default — Everything, AP, AR, Other (a station can carry several), plus Receipt for a receipt station.
- Once the station holds transactions, a second chip summarising what’s waiting — AR, AP, or Mixed — and a count of invoices and other documents.
- A short description if your admin set one.
Below the header sits the station’s invoice list — every transaction waiting for a decision. Cards open expanded; Collapse hides a station’s list when you want it out of the way, Expand brings it back.
If the page says “No workstations assigned to you,” contact your administrator to be added.
Administrators and owners also see an Unassigned card holding drafts and other documents that have not been routed to any station.
How work arrives in your queue
A transaction lands on a station in one of two ways:
- Created by the Document Inbox — when AI processes a vendor invoice or customer document, the resulting draft is routed to the station that matches its type. See Inbox.
- Transferred from a colleague — anyone editing an AR or AP transaction can route it to a station with the Move to… dropdown (confirmed with Move) and an optional Transfer Notes message, or forward it in one click with the Transfer → … button naming the next station, when one is configured. See Sending to a workstation on the AR transaction page; AP transactions work the same way.
Filtering the queue
A quick search box (Search invoices…) above the workstation list matches as you type, and the Filters button expands the full filter set — the same pattern as the report pages. Filters apply to all stations on the page at once and take effect immediately; a counter shows how many items are currently in view.
| Filter | What it does |
|---|---|
| Customers | Multi-select. Restricts AR transactions to the selected customers. When at least one customer is chosen and no vendor is, AP rows are hidden. |
| Vendors | Multi-select. Restricts AP transactions to the selected vendors. When at least one vendor is chosen and no customer is, AR rows are hidden. |
| Transaction Date — From / To | Show only transactions with a transaction date inside the range. |
| Created Date — From / To | Show only transactions created within the range (when they entered the system). |
| Amount — More than / Less than | Set either or both bounds to keep only transactions whose amount falls inside the range. |
| Description | Substring match against the transaction’s description, notes, and invoice number. |
| Document Number | Substring match against the number printed on the original document. |
Clear filters appears as soon as any filter is active and resets everything at once. Select all visible / Deselect all tick or untick every transaction currently shown — handy before a bulk action.
Bulk actions
When you have many similar transactions sitting in the queue, you can act on them as a group instead of opening each one. Tick the checkbox on any row to start selecting; selections work across workstations. The bulk buttons only appear if your role may edit AR or AP transactions.
- Approve posts the selected drafts to the ledger without re-opening each form. The button is only shown if you have approval rights, and your approval cap applies per transaction — over-cap items are left in place with a one-line reason in the result notification.
- Transfer to Station moves the selected transactions to another workstation in one go. You can add an optional note that’s recorded on the transfer history of every transaction moved, so the next reviewer knows why it arrived.
- Delete removes the selected drafts after a confirmation. Drafts inside a closed accounting period are protected — they stay put and a notification lists which ones were skipped.
Most actions are all-or-nothing per row: if any are skipped (cap exceeded, closed period, already on the target station, …) the rest still go through and the notification tells you why the skipped ones didn’t.
Reading the queue
Each station’s list shows every transaction currently assigned to it. Click an Invoice Number to open the transaction in preview mode, from where you can approve and post. A PDF icon to the right of the invoice number opens the attached document in a new tab.
Amounts are coloured so you can tell AR (positive — money in) apart from AP (money out) at a glance.
The VAT Accounts column shows which tax accounts are posted on the transaction, listed by account number. Most transactions have a single VAT account, but a transaction can carry several when its lines use different tax rates. A red No VAT flag means the transaction is not booking any tax — review whether that’s intentional before approving.
For AP rows, the IBAN column shows the state of the vendor’s bank details at a glance: a positive QR-IBAN or IBAN ok chip means everything needed to pay is on file. A red Missing IBAN means the transaction can’t be paid until the vendor’s bank account is filled in. BIC missing is advisory only — no payment method requires a vendor BIC; adding one is recommended for cross-border payments outside Switzerland and the SEPA area. See Payments.
Rows can also carry a Possible duplicate chip when the document looks like one already booked — the same file uploaded twice, the same document number, the same party and payment reference, or the same party, amount and transaction date. The chip links to the matched invoice (in a new tab) so you can compare before approving. If it’s a false alarm, anyone who may edit AR or AP transactions can dismiss the flag with the chip’s × (Not a duplicate).
A Check VAT chip warns that the VAT amounts printed on the document don’t reconcile with the calculated tax — or don’t add up to the document total, in which case the item was booked as a single line. Hover the chip for the exact mismatch and verify the tax on the transaction before approving.
Approving a transaction
There are two ways to approve. Straightforward items can be posted in bulk straight from the queue — see Bulk actions. Anything you want to check first, open and review:
- Click the Invoice Number on the row.
- Review the transaction (header, line items, totals, attached documents).
- Click Approve in the actions panel. The transaction posts to the ledger.
When you’re done, the link returns you to the Approvals page so you can pick up the next one.
Approve is also the place where workstation rules apply: if the station has an approval rule for that side (AP or AR) that caps the maximum amount you can approve, transactions above that cap won’t post — they’ll need someone with a higher cap (or no cap) to act on them. A side with no rule configured has no cap. Admins configure these rules per side in Manage Workstations. On a vendor transaction you’re not allowed to approve, the Approve button isn’t shown; on a customer transaction it stays visible and the approval is refused with an over-limit message.
Transfer to the next station
If an admin has given this station a Next Station (a fixed step in a review chain), a Transfer button appears next to Approve. One click forwards the transaction straight to that next station — no need to pick a destination. The same shortcut is available in the queue: select the transactions in a station and use its Transfer to … button. To send a transaction somewhere other than the configured next station, use the normal transfer option instead.
When posting is turned off for you
If your account has Post AP or Post AR turned off (set by an admin in Manage Workstations), the Post, Post as New, New Number, and Reversal buttons are hidden for that side of the books, and posting is refused on the server. Delete stays available — it isn’t affected by the posting toggle. You can still approve drafts waiting on your workstation and transfer them — only creating and reversing postings yourself is blocked.
Other documents
Not everything that reaches the Inbox is an invoice — bank letters, contracts, statements, official notices. The AI classifies these as other documents and routes them to the station whose Default for setting includes Other (configured in Manage Workstations). On that station’s card they appear in their own Other documents table, separate from the invoices, with columns Received, Source (Email or Upload), From, Subject / File, and Document Type.
Click View to read the document and see its transfer history. From the dialog you can:
- Transfer (under Transfer to Station) — pass the document to a colleague’s station, with an optional note.
- Reprocess as AP/AR — for a bill or invoice that was filed here by mistake. Choose Vendor document (AP) or Customer document (AR), add an instruction telling the AI what the document actually is, and it goes back through AI processing on that side (this needs the matching upload permission — Upload Vendor Documents or Upload Customer Documents). The other document disappears from the station and the file is carried over, so there is nothing to upload again; it ends up attached to the transaction that is created, which lands back on this same station. If the AI still cannot read it as a bill or invoice, it comes back as a failed document in the Inbox with the reason instead of returning here.
- Mark as complete — close it out once it has been dealt with; nothing is posted, the document is simply filed.
A bulk Mark as complete clears several at once when you’ve worked through a pile.