If you need permission to approve an invoice the simplest way is to send an Invoice Task. You can even send it to someone who doesn't use Invitbox.
If you would like to watch a video on how this is done click HERE
Please note that when the invoice task is approved, the invoice will not actually be approved and moved through to the Approved tab. The design of tasks is about the sender getting the permission from the person, not actually getting them to move the invoice to the Approved tab. This way approval requests can be sent out when the GL Codes etc haven't yet been set, or if another approver's permission is needed , as well as an Admin person still being in control of approving the invoices. If you are needing the invoice to be moved through to the Approved tab, we suggest writing that on the task note (if they are a user of the account), for eg 'After Approving the task can you please go to the invoice in the InTray and click on Approve'
How Do I Send a Task?
From either your InTray or your Approved tab, select the invoice and click on More > Send Invoice Task. A box will pop up (see image above) and you are given 2 choices on how you want to send it;
1. USER: this option is to send it to an Invitbox user internally. When they login to Invitbox they will see a message notification in their Invitbox mail box (as shown in the below image).
Please note that if they are subscribed to 'Notification' emails they can also receive an email once a day, weekly or monthly to help them keep track of these tasks & internal mail. Click HERE for more details & how to do this.
2. CONTACT(via email): This option will send the person an email which will have the invoice attached and a link to Approve or Decline, as well as the option to write a reply note. Just choose the 'send to' person or add them via the green +. You can add or remove people on this Contacts list via Admin tab>Under the heading My Profile > Contacts.
Option 2 is required when sending to an external person, but you can also send tasks to your fellow invitbox users this way too if you want them to receive an email for each task.
On the invoice line a small grey avatar will appear, meaning that it is waiting to be approved. After they receive the task message and action it, the avatar will turn red if they decline it or green if they approve it (please see image below)
If you click the green, red or grey avatar it will show you the details of who & when the task was sent & the outcome. You can also retract the task from here.
So Easy :)
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