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Reviewing Flagged Invoices

When invoices don't meet automation rules or require manual verification, they're flagged for review by the finance team. This guide walks you through the invoice review process from start to finish.

Permission required

Only users with Finance Invoices Edit permissions can review and approve invoices. Contact your administrator if you need access.

Understanding invoice statuses

Processing

Invoice is being analyzed by the AI system. No action needed - wait for processing to complete.

For Review

Invoice needs manual verification before approval. This is where you take action.

Approved

Invoice has been approved and is ready for payment processing.

Rejected

Invoice has been declined and will not be processed for payment.

Invoice has been processed and payment completed.

Accessing invoices for review

Finding flagged invoices

  1. Navigate to Finance > Invoices
  2. Look for invoices with For Review status
  3. Click on an invoice to open the review interface

Review indicators

  • Status badge: Shows "For Review" on invoice list
  • Filter options: Use status filters to show only review items

Step-by-step review process

The invoice file will be visible for side-by-side reference.

Step 1: Understand why it was flagged

  1. Click the info icon next to "Reasons for not automatically processing"
  2. Review each reason listed in the modal
  3. Understand the issue - common reasons include:
    • Invoice amount exceeds automation limits
    • Supplier/property relationship not established
    • AI confidence below threshold
    • Rate limiting triggered
    • Increase percentage too high

Step 2: Verify supplier information

Check supplier assignment:

  1. Review the supplier details shown
  2. Verify address and contact information
  3. Check bank details for payment processing
  4. Change supplier if incorrect:
    • Click the edit button (pencil icon)
    • Search for the correct supplier
    • Select from search results

Supplier matching

If the supplier isn't in your database, you may need to add them before processing the invoice. If the supplier is archived they will have to be "un-archived".

Step 3: Verify property and owner

Check cottage and owner assignment:

  1. Review the cottage information displayed
  2. Verify the property owner details
  3. Ensure the relationship is correct
  4. Change assignments if needed:
  5. Click the edit button next to cottage/owner
  6. Search for the correct property or owner
  7. Select from suggested matches
  8. For a property with one owner, this will be automatically selected for you; if there are multiple owners to choose from, select one from the list.

Priority suggestions: - The system shows priority suggestions based on AI analysis

Searching

You can change the field you are searching for on the left of the input. For example, you can search properties by Id, name or address.

Step 4: Review line items and amounts

Verify remuneration details:

  1. Check each line item:
    • Description of work performed
    • Quantity (hours, items, etc.)
    • Amount in pounds - this is the total for that line
  2. Review confidence scores shown as badges
  3. Edit if necessary:
    • Click in any field to modify
    • Add or remove line items as needed
    • Verify total amount is correct

Understanding confidence indicators:

  • Green: High confidence (85%+)
  • Orange: Medium confidence (70-84%)
  • Red: Low confidence (<70%)
  • No badge: Manually entered or modified data

Step 5: Make a decision

You have three options:

Option 1: Approve the invoice

Use when: Invoice details are correct and should be paid

  1. Click Approve (or select from dropdown)
  2. Confirm the action
  3. Invoice moves to approved status for payment

Option 2: Save for later review

Use when: You need more information or want colleagues to review

  1. Click Save (or select from dropdown)
  2. Invoice remains in review status
  3. Changes are preserved for next reviewer

Option 3: Reject the invoice

Use when: Invoice should not be paid 1. Click Reject 2. Enter rejection reasons: - Internal Note: For your team's records - Public Note: Sent to supplier (required) 3. Confirm rejection 4. Invoice moves to rejected status

Common review scenarios

Scenario 1: Amount exceeds limit

Issue: Invoice total is higher than automation threshold

Review steps:

  1. Verify the amount is correct from source document
  2. Check if this is reasonable for the service provided
  3. Compare with previous invoices from same supplier
  4. Approve if legitimate, reject if suspicious

Scenario 2: New supplier relationship

Issue: Supplier hasn't worked with this property before

Review steps:

  1. Verify supplier is legitimate and authorized
  2. Check if property owner approved this work
  3. Confirm supplier details are complete and accurate
  4. Approve to establish relationship, reject if unauthorized

Scenario 3: Price increase detected

Issue: Invoice amount significantly higher than recent similar work

Review steps:

  1. Compare with previous invoices for similar work
  2. Check if price increase is justified (materials, complexity)
  3. Contact property owner or supplier if needed
  4. Approve if increase is reasonable

Scenario 4: Low AI confidence

Issue: System unsure about extracted information

Review steps:

  1. Carefully compare extracted data with source document
  2. Correct any inaccuracies found
  3. Verify all critical details (amount, supplier, description)
  4. Approve once information is verified and corrected

Scenario 5: Missing property assignment

Issue: System couldn't match invoice to specific cottage/owner

Review steps:

  1. Review invoice for property identifiers
  2. Search for correct cottage using address or name
  3. Verify owner relationship
  4. Assign correct property and approve

Best practices for reviewers

Accuracy checks

  • Always verify amounts against source documents
  • Double-check supplier details for payment accuracy
  • Confirm property assignments to ensure correct billing
  • Review line item descriptions for clarity

Security considerations

  • Question unusual amounts or service descriptions

Working with rejected invoices

Communication with suppliers

When rejecting invoices:

  • Be specific in public rejection notes
  • Explain required corrections clearly
  • Suggest resubmission process if appropriate

Monitoring review performance

Troubleshooting common issues

Can't find correct supplier

Solution:

  • Check alternative search terms (email, phone, address)
  • Verify supplier exists in your database
  • Add new supplier if legitimate vendor

Property assignment unclear

Solution:

  • Review invoice for property identifiers
  • Use address matching if available
  • Contact property supplier for clarification
  • Reject & notify supplier

Next steps