Invoice Actions
VaultAP provides four primary actions you can take on an invoice during review. Each action has a specific purpose and is governed by role-based permissions.
Approve
Approving an invoice clears it from the review queue and marks it as safe to pay. This signals to your AP workflow that the invoice has passed fraud review.
- The invoice moves to Approved status.
- It is removed from the active review queue.
- The approval is recorded in the audit trail with the reviewer's name and timestamp.
Reject
Rejecting an invoice flags it as fraudulent or invalid. A reason is required when rejecting so that the decision is documented for audit purposes.
- The invoice moves to Rejected status.
- The reviewer must provide a written reason (e.g., "Duplicate invoice," "Vendor bank details do not match records").
- The rejection reason and reviewer identity are stored in the audit trail.
- Rejected invoices remain accessible for reference but are removed from the active queue.
Always provide a clear, specific reason when rejecting. Vague reasons like "suspicious" make it harder to track patterns and respond to vendor inquiries.
Escalate
Escalating an invoice flags it for senior review. Use this when an invoice requires additional judgment, a second opinion, or falls outside your approval authority.
- The invoice moves to Escalated status.
- It remains in the review queue but is highlighted for senior reviewers.
- You can optionally add a note explaining why the invoice was escalated.
- Escalated invoices appear in a dedicated Escalated filter view.
Mark as Safe
Marking an invoice as safe does two things: it approves the current invoice and tells VaultAP to reduce future fraud scores for similar patterns. Use this when VaultAP flags an invoice that you are confident is legitimate -- for example, a recurring invoice from a trusted vendor.
- The invoice is approved and cleared from the queue.
- VaultAP adjusts its scoring model so that invoices with similar characteristics (vendor, format, bank details) receive lower risk scores going forward.
- The adjustment is logged so it can be reviewed or reversed under Settings > Score Tuning.
Mark as Safe is a powerful tool for reducing false positives over time. Use it when you are certain an invoice pattern is legitimate and will recur.
Role Permissions Summary
| Action | Admin | Reviewer | Viewer |
|---|---|---|---|
| Approve | Yes | Yes | No |
| Reject | Yes | Yes | No |
| Escalate | Yes | Yes | No |
| Mark as Safe | Yes | Yes | No |
Viewers can see invoice details and scores but cannot take any actions. To request a role change, contact your organization's VaultAP admin.