# 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: **Overview tab** — a guided review flow that walks through each expense line in sequence. Well-suited for users less familiar with AP workflows or for invoices that need careful line-by-line attention. **Expenses tab** — a table-based review flow that shows all expense lines at once. Faster for experienced AP users working through high-volume invoices. --- ## 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. **Non-matching amount** — the vendor's submitted amount differs from the posted amount. These lines require manual review — approve them at the submitted amount, reject them, or flag for revision. **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** — available when all lines are approved. Moves the invoice to Approved status and makes it eligible for payment scheduling. The vendor receives a notification. **Request Changes** — available when at least one line is rejected. Returns the invoice to the vendor for revision. Status moves to Changes Requested. 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. --- ## Payment Scheduling After an invoice is approved: 1. Set a **scheduled payment date** on the invoice 2. The invoice status moves to **Payment Scheduled** 3. The vendor receives an email notification with the payment date On the scheduled payment date, the status automatically moves to **Paid** and the vendor receives a payment confirmation notification. --- ## 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 each key step: - When expense lines are posted (prompt to submit invoice) - When an invoice is approved - When an invoice is rejected (Changes Requested) - When a payment date is scheduled - When payment is marked complete (Paid)