Review and approve a purchase invoice
Check what your agents prepared, then approve it
Every invoice you upload arrives with a booking proposal already prepared. Your agents are the part of Kasklaar that reads your invoices and does the bookkeeping groundwork. They fill in the supplier, the invoice details, and every line with its GL account and VAT code. When they find a bank transaction that matches, they link the payment too. Your job is to check the proposal and approve it.
Find the invoices waiting for you
Open Purchase invoices. The Needs attention tab holds everything that is waiting on you. The other tabs tell you where the rest of your invoices are:
| Tab | What is in it |
|---|---|
| Needs attention | Waiting for you to review or approve, and invoices you just approved that have not been posted yet |
| Processing | Your agents are preparing the booking proposal, or posting an approved invoice to your accounting system |
| Failed | Something went wrong while preparing the proposal, or while posting it |
| Rejected | Invoices you decided not to book |
| Completed | Posted to your accounting system |
| All | Everything together, whatever the status |
A freshly uploaded invoice sits in Processing for about thirty seconds to a minute, longer for a complex one. You do not have to wait on the screen; the status updates on its own.
In the mobile app the same list has three filters instead of six tabs: Review, Processing and All.
Check the proposal
Open an invoice from the list. You see the invoice itself next to the proposal your agents prepared. On a wide screen the document is on the left and the proposal on the right.
- Supplier. Your agents match each invoice against your supplier list. If the match is wrong or missing, search for the right supplier, or create one from here.
- Invoice details and lines. The invoice date and VAT scenario sit at the top, then each line with its GL account and VAT code. Lines your agents were unsure about carry a notice. Start with those.
- Payment. If a bank transaction matches this invoice, it is linked here and the invoice is already paid. For an invoice in a foreign currency, the exchange rate comes from that linked payment.
- Approve or reject. The buttons sit at the bottom.
You are not meant to redo the bookkeeping. Check the notices and anything that looks wrong, and leave the rest.
What GL account, VAT code and VAT scenario mean
Together these three decide how the invoice lands in your accounting system. You do not have to pick them yourself, your agents do, but this is what you are looking at when you open a line.
- GL account is the cost category the line is booked to: fuel, office supplies, fixtures. It decides where these costs show up in your figures later.
- VAT code decides how much VAT you reclaim and how the line reaches your VAT return. A wrong code means a wrong return, so your agents are strict here.
- VAT scenario is about the invoice as a whole: domestic, reverse-charge within the EU, import from outside the EU. The scenario decides which VAT codes are possible on the lines.
If one of the three is structurally wrong for a particular supplier, capture that in an instruction rather than correcting it again every month.
Your agents watch how you book and propose the patterns they spot as instructions. Accept one and it runs on every match from then on, so the correction you just made does not come back on the next invoice.
Approve
Select Approve. The invoice is then posted to your accounting system, which takes a few steps: it stays under Needs attention while it is queued, moves to Processing while the booking is posted and synced, and lands in Completed once your accounting system has it. If the posting fails it moves to Failed, where it can be retried.
An invoice you just approved therefore still sits under Needs attention for a moment. That is not a fault: it is waiting to be posted.
A notice marked Blocks approval has to be resolved first. Most often that is a line which still needs a GL account and VAT code. Notices that do not block are advice: read them, and approve anyway if you are satisfied the booking is right.
Reject
Select Reject when the invoice should not be booked at all: a duplicate, a quote rather than an invoice, or an invoice addressed to someone else. It moves to Rejected and leaves the approval flow. Nothing is deleted: it stays in the Rejected tab so you can see later what you turned down and why.
When it does not work
| Symptom | Check | Next step |
|---|---|---|
| Approve does nothing | Look for a notice marked Blocks approval | Fill in what it asks for, then approve again |
| "Couldn't approve this invoice" | Nothing on your side | Try again; if it keeps failing, the invoice is in Failed |
| The invoice is stuck in Processing | How long it has been there | A minute is normal. Much longer means it landed in Failed |
| An approved invoice never reaches Completed | The Failed tab | Posting to your accounting system failed; open it there and retry |
| The wrong supplier keeps coming back | Whether you corrected it on earlier invoices too | Accept the instruction your agents suggest, so the match is set automatically |
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