If you’re an approver, bills that need your sign-off wait for your decision before they can be paid.
Find bills waiting on you
- Click Bills in the sidebar.
- Apply the Awaiting my approval filter to see bills that need your decision, with a count of how many.
- Open a bill to review it.
Note: You only see this filter if you’re an approver on at least one rule, or you own a budget that routes bills to you.
Approve a bill
Note: If yours is the final approval needed, the button reads Approve & pay now or Approve & pay on {date} — your approval pays the bill straight away or schedules it. If more approvals are still needed, it just reads Approve.
- Open the bill from the list.
- Review the supplier, amount, budget, and approval progress — you’ll see how many approvals are needed and how many have been given (for example, “1 of 3”).
- Select Approve to open the review step.
- Confirm the payment timing, then choose the approve action.
Tip: You can change the payment timing (pay now or a future date) as part of approving. You can’t change the amount, supplier, or budget — those stay locked while a bill is pending.
Decline a bill
- Open the bill and select Decline.
- Enter a reason (required, up to 250 characters).
- Confirm the decline.
Important: Declining returns the bill to the creator as a Draft and voids any approvals already given. One decline stops the bill, no matter how many people had already approved. The creator can edit it and resubmit.
Who can approve
- You can approve a bill only if you’re an approver on the rule for that bill’s amount, or you own the budget it’s drawn on.
- If you can see a pending bill but aren’t one of its approvers, it opens read-only with no Approve or Decline buttons.
- If a budget has several owners, the first to approve fills the slot — the others then see the bill read-only.