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How to approve an invoice payment from the Weel mobile app

  • Updated

Approvers can now review and action Accounts Payable invoices from their phone, alongside card, reimbursement, and top-up approvals. This is useful when you are away from your desk and don't want to hold up a supplier payment. If you're new to mobile approvals, start with How to approve items from the Weel mobile app, and see How do I approve an invoice for payment? for the web version.

 

Before you start

You will need:

  • The Weel mobile app installed and to be logged in.
  • To be an approver on an approval rule that routes invoice payments to you, otherwise no invoices will appear for you to action.
  • An invoice payment pending your approval in the Approvals tab.

 

Steps

To approve an invoice payment in the mobile app:

  1. Open the Weel mobile app and tap the Approvals tab.
  2. On the Pending list, tap the item labelled Invoice payment.
  3. Review the summary at the top: Amount, Due date, Budget, and Owner.
  4. Tap Invoice attached to open the tax invoice, then tap the X to close it.
  5. Check the Supplier details and Payment details (invoice number, invoice date, due date, and automatic payment date).
  6. If any line items need your attention, the Approve button stays disabled and a warning is shown. Tap a flagged line item, complete the manager-only fields (and tax rate or GST if prompted), then tap Update line item.
    • You can edit a line item's details, but you can't add or remove line items on mobile.
  7. Once all details are correct, tap Approve.
    • If the payment dates fall in a locked accounting period, a confirmation appears so you can approve the updated dates.
  8. You'll see an Invoice payment approved confirmation, and the invoice moves to the History tab.
mobile-approvals-list.png

 

To decline an invoice payment instead:

  1. On the invoice detail screen, tap Decline.
  2. If your business has decline comments turned on, choose Request changes or Decline and archive, add an optional comment, and confirm.
  3. If decline comments aren't enabled, tap Decline now to decline and archive the invoice, or Open in web to add a comment on the desktop app.

 

What happens next

An approved invoice continues to its scheduled payment date, and you can view it any time under the History tab. The requester is notified by email of your decision. A declined invoice is archived and won't be paid; if you requested changes, the requester is asked by email to update and resubmit it.

 

Things to remember

  • You can't create or edit an invoice on mobile, only review the details and complete manager-only fields before approving.
  • The Approve button stays disabled until every line item's fields are complete and the invoice total is positive.

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