# Invoices When an invoice arrives in AP — whether submitted by the vendor through the portal or submitted manually on their behalf — it goes through a review process before payment. Review happens at the expense line level: each line within an invoice is assessed independently, and the invoice reaches Approved status only once all of its lines are resolved. --- ## Two Review Interfaces PAI provides two ways to review an invoice, both offering the same functionality: The invoice page has four tabs: **Overview**, **Expenses**, **Receipts** and **History**. **Overview tab** — a guided review flow: a banner such as "1 Item Needs Attention" with **Get Started** walks through each line that needs action, showing what was budgeted against what the vendor invoiced (for example, "$150.00 was budgeted for this item, but {vendor} invoiced $200.00.") with **Reject** and **Approve**. **Expenses tab** — a table-based review flow that shows all expense lines at once. Faster for experienced AP users working through high-volume invoices. --- ## Invoice Details The invoice sidebar lists, in order: **Vendor**, **Invoice Number**, **Vendor Invoice Number**, **Total**, **Status**, **Invoice Date**, **Approved By**, **Approved On**, **Payment Term**, **Payment Date**, **Vendor Payment Link**, **Project**, **Job Code**, **Client**, **AR Stage**, **Vendor Notes** and **AP Notes**. Two numbers identify an invoice. **Invoice Number** is PAI's, by project and sequence. **Vendor Invoice Number** is the vendor's own reference, entered when they submit; it's optional. It prints on the invoice PDF and is searchable in the AP grid, so payments can be matched to the vendor's records. AP can add, correct or clear it after submission. **Vendor Payment Link** and **Vendor Notes** come from the vendor. **AP Notes** are internal and never shown to the vendor. --- ## Expense Line Review Each expense line in an invoice falls into one of three states: **Matching amount** — the vendor's submitted amount matches the posted amount exactly. PAI auto-approves these lines. You can still reject them manually if needed. **Reimbursable** — never auto-approves, whatever the amount; always requires your review. **Non-matching amount** — the vendor's submitted amount differs from the posted amount. These lines require manual review: approve them at the submitted amount, or reject them with a note the vendor will see. **New line** — the vendor added an expense line that wasn't in the original posting. These always require manual review and approval or rejection. All expense lines must be actioned — approved or rejected — before the invoice-level action becomes available. You cannot approve or request changes on the invoice until every line has been resolved. --- ## Invoice Actions Once every expense line has been approved or rejected, two invoice-level actions become available: **Approve Invoice** — available when all lines are approved. Moves the invoice to Approved status ("Ready to schedule payment.") and makes it eligible for payment scheduling. **Request Changes** — available when at least one line is rejected. Returns the invoice to the vendor for revision. Status moves to **Changes Requested**; the vendor sees each rejected line's note, edits, and resubmits. Until then you can **Resubmit** on their behalf, or delete the invoice to release its expenses. Lines that were approved during the review retain their Approved status — only rejected lines require the vendor's attention. The review process repeats on resubmission. ### Reopening an invoice If an invoice is under review and needs to go back to the vendor before you've completed the review, you can reopen it. This returns the invoice to pre-submitted state, allowing the vendor to make modifications before resubmitting. ### Un-approving an invoice If an invoice has already been approved but needs to be revisited, use **Revert to Submitted** in the invoice's **⋯** menu (also available at Payment Scheduled). This returns the invoice to Submitted status for re-review. The same menu has **Print Invoice**. > [!warning] > If you re-approve the invoice after un-approving it, any approval automations will fire again — including the Approved Invoice Email and any AP-related webhooks. If you have bill pay or accounting integrations configured, be aware that re-approval will trigger another send. --- ## Payment Scheduling After an invoice is approved: 1. Click **Schedule Payment Date** and pick a date, or a preset: **Net 15**, **Net 30**, **Net 45**, **Net 60**, **Net 90** or **Immediate** 2. Click **Continue**. The invoice status moves to **Payment Scheduled** and the date prints on the invoice; the budget lines show Payment Scheduled too 3. The date becomes visible to the vendor in their portal. To move it, use **Change Payment Date** On the scheduled payment date, the status automatically moves to **Paid** and the vendor receives a payment confirmation notification. > [!note] > Scheduling a payment date does not notify the vendor. The date appears in their portal, but nothing tells them it's there — only the **Paid** confirmation is sent automatically. If you want vendors told when a date is set, build it with the **Invoice Payment Date Set** trigger; see [AP Automations](./AP-Automations.md). --- ## Expense Status and Invoice Status Invoice status and expense line status are linked but distinct. An invoice is Approved only when all its expense lines are approved. Individual lines can be at different stages within the same invoice — some auto-approved, some requiring review — which is why review happens at the line level first. Once an invoice reaches Payment Scheduled or Paid status, the corresponding expense lines in the budget update to reflect those statuses as well, keeping the budget and AP grid in sync. --- ## Vendor Notifications PAI notifies vendors automatically at key steps: - When expense lines are posted (prompt to submit invoice) - When an invoice is approved - When an invoice is returned (Changes Requested) - When payment is complete (Paid) Scheduling a payment date doesn't send a notification (see the note above).