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How to approve an invoice payment from the Weel mobile app

  • Updated

Approve or decline an Accounts Payable invoice payment from the Weel mobile app, just like your card, reimbursement, and top-up approvals.

Before you start

You will need:

  • The Weel mobile app installed and kept up to date. Invoice payment approvals were added in a mid-2026 update, so a very old install may not show them.
  • 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.

This feature rolls out to businesses in stages. If nothing appears here after checking the above, check with your admin; it may simply not be enabled for your business yet.

Steps

You can review an invoice's details and complete manager-only fields on mobile, but you can't create or edit an invoice, or add or remove its line items. Once the invoice moves past pending (approved, declined, or marked for payment or paid), this editing is no longer available.

To approve an invoice payment:

  1. Open the Weel mobile app and tap the Approvals tab.
  2. On the Pending list, find the item by its invoice description, tagged Invoice payment underneath, and tap it.
  3. Review the summary at the top: Amount, Due date, Budget, and Owner.
  4. Tap the tax invoice (tagged Attached), choose View Tax Invoice to open it, then tap the X to close it.
  5. Check the Supplier details (name, address, BSB, account number, and whether it's a new or already-approved supplier) and Payment details (invoice number, invoice date, invoice due date, and automatic payment date).
  6. If a line item still needs your attention, the Approve button stays disabled and a warning explains why (for example, missing manager-only fields, or a total that isn't positive). Tap the flagged line item, fill in what's needed (manager-only fields, plus a tax rate or GST field depending on your business's setup), and save.
    • You'll see Update line item if there's something to complete, or View line item (read-only) if there's nothing left to do.
  7. Once everything is correct, tap Approve.
  8. If any of the invoice's dates fell inside an accounting period your connected accounting software has since closed, you'll see a Dates automatically updated prompt explaining that those dates were moved to the next open period so the invoice can reconcile correctly. Tap Approve to confirm, or Cancel to go back first.
  9. 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

If you're on the Premium or Enterprise plan, you can add a comment or request changes when declining:

  1. Tap Decline on the invoice detail screen.
  2. Choose Request changes or Decline and archive, add an optional comment, and confirm. See How to decline or request changes on an approval for what each option means for the requester.

If you're on another plan, declining on mobile doesn't support comments yet:

  1. Tap Decline. You'll see a warning that declining this way won't let you add a comment or request changes.
  2. Tap Decline now to decline and archive the invoice, or Open in web to switch to the desktop app, where you can add a comment.

What happens next

Approving doesn't email the requester; they're notified later, once the payment is actually made, and the invoice continues to its scheduled payment date. A declined invoice is archived and won't be paid; if you requested changes instead, the requester gets an email to update and resubmit it.

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