Understanding Approvals
TaprNext routes invoices to the right approvers based on configurable Approval Rules. This page is the operator view of how that feels in Invoice Manager — not the admin setup screens.
How approval routing works
Section titled “How approval routing works”When an invoice is submitted for approval, Tapr evaluates your approval rules in priority order, picks the first match, and sets the document to Pending Approval for the designated approver(s).
From Draft / Pending Review, Submit for Approval (or equivalent) runs routing rules and moves the document forward.
What you see in the queue
Section titled “What you see in the queue”Approvers work primarily in In Docs, focusing on Pending Approval.
List (and Kanban) Status shows which invoices are waiting on an approval decision.
Approver decisions
Section titled “Approver decisions”On a Pending Approval document, permitted users can Approve, Reject, or Return for Review (when available).
Decision actions appear on the detail header for the current workflow state.
Rule types (conceptually)
Section titled “Rule types (conceptually)”| Rule type | Description | Example |
|---|---|---|
| Amount-based | Routes based on invoice total | Invoices > CHF 10,000 → Finance Director |
| Vendor-based | Routes based on vendor | Strategic vendors → Procurement Manager |
| PO-based | Routes based on PO status | Non-PO invoices → Department Head |
| Cost center | Routes based on cost allocation | IT expenses → IT Manager |
Setup is under implementor Rules & Approvals docs — operators only see the resulting queue and buttons.
Workflow states (approval lifecycle)
Section titled “Workflow states (approval lifecycle)”Invoices progress through states such as Draft, Pending Review, Pending Approval, Approved, Rejected, and then the system outcome after delivery:
- Purchase invoices: after Approved, status updates when the invoice is posted to the ERP (or confirmed via API) — e.g. Posted to ERP or Post-ERP Error.
- Sales invoices: after approval, the document advances toward send; status updates when it is sent / delivered (e.g. Sent to Customer), with MLR as a separate network signal.
Full tables: Invoice States.
Auto-approval
Section titled “Auto-approval”Invoices can be automatically approved when they meet criteria such as amounts below a threshold or vendors on a trusted list. Auto-approved documents may skip the human Pending Approval step; afterward the same automatic ERP/send status updates apply.
Escalation (brief)
Section titled “Escalation (brief)”If an invoice stays Pending Approval too long, your site may send reminders or route to a backup approver. Operators mainly see overdue items still in the queue; timeframes and backup routes are configured under Escalation Configuration (admin).