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Invoice and credit note approvals let your team review draft billing documents before they are finalized. Start with Approval workflows to configure shared rules, approval steps, priority, notifications, and delegations. This page covers when invoice approvals apply and how to submit and review documents.

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Configure invoice and credit note approvals

Follow the workflow setup steps and select Invoice finalization, Credit note finalization, or both under Applicable flows. Use the shared conditions to decide which documents require review, then select the team members or roles responsible for each approval step.

Example 💡

Require a finance manager to approve invoices and credit notes with a total amount above $50,000. Select both finalization flows and add a finance review step so the same rule applies to both document types.

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When approval applies

These workflows apply when someone manually submits a draft invoice or credit note for finalization in Hyperline. They also apply when a draft document is submitted through an integration using the API. If no workflow matches, Hyperline finalizes the document immediately.
An approval workflow does not make invoices or credit notes draft by itself. To review invoices generated from subscriptions, configure draft invoice behavior separately using Generate draft invoices in the subscription invoicing settings, or enable Force draft invoices for the customer.

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Approval process

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For invoice and credit note creators

  1. Prepare your draft invoice or credit note.
  2. Submit the draft for finalization. If it matches a workflow, it moves to pending_approval and remains unfinalized.
  3. Open the document to see the workflow that was triggered, the current step, and the approval history.
  4. After the final approval step, Hyperline finalizes the document automatically.
If an approver rejects the request, Hyperline notifies you and moves the document to changes_requested. Edit and save it to submit a new approval request, or delete it if you no longer need it.

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For approvers

  1. Open the invoice or credit note from your approval notification, or filter the Invoices list by Pending approval.
  2. Review the document details and approval history.
  3. Click Approve to move the request to the next step, or Reject to request changes. Enter a Reason for the creator when rejecting a request.
After the final approval step, Hyperline finalizes the document automatically. If you reject it, Hyperline notifies the creator, who can edit and resubmit it. You can also act directly from a Slack approval notification. See Notifications for setup.

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Invoice and credit note statuses

After the last step is approved, Hyperline finalizes the document and moves it to its normal post-finalization status. Filter the Invoices list by Pending approval or Changes requested to find documents awaiting review or edits.

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Next steps