Invoice workflow and approval

The right invoice reaches the right person.

Set clear rules by document type, amount, category or tag. fv.converts.ninja explains why approval is required, records each decision and blocks payment or KSeF submission until the workflow is complete.

Clear rulesDecision historyControl before KSeF and payment

Set up a workflow

Example approval

Purchase invoiceFZ/08/2026/41

Pending

Gross amount15,800.00 PLN

ConditionsPurchase · from PLN 10,000

CategoryMarketing

Tag#cn#campaign

ApproversAnna → Jan

Simple rules

Configure conditions, not a program.

An empty field does not restrict the rule. When several conditions are selected in one rule, all must match.

Document type

Separate rules for purchases, sales or all invoices.

Amount and currency

Require another approval only after a chosen threshold is reached.

Description tag

A tag such as #cn#board can assign a category and trigger a specific approval.

Example

One invoice can require several approvals.

1. Basic ruleAccounting approves every purchase

2. Amount ruleFrom PLN 10,000, the owner must approve too

3. Category ruleThe budget owner approves marketing

4. ResultThe document is ready only after every required decision

Changes after approval

An important change sends the invoice back for approval.

If someone changes the amount, contractor, invoice lines, category or description after approval, the invoice must be checked again.

Earlier decisions remain visible in the document history, together with the person, date and reason for approval.

This means: you can immediately see that a previously approved invoice was changed later.

Process control

The workflow works with the rest of the platform.

Payments

A pending or rejected invoice is not ready for a payment package.

KSeF

A sales invoice waits for all required approvals before submission.

History

Each document shows the rule, reason, status and previous decisions.