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Approving & Rejecting

When documents are routed to you for approval, Mod AI makes it easy to review them and take action. This page covers everything you need to know as an approver.

Finding What Needs Your Approval​

The Approvals item in the left sidebar shows a badge with the number of documents currently waiting for your approval. Click it to go directly to your approval list.

The Approval List​

The approval list shows all documents that need your attention. Each row includes:

  • Document type -- Invoice, vendor credit, or action.
  • Key details -- Vendor name, document number, amount, and date.
  • Status -- The current approval step and overall progress.
  • Submitted by -- Who submitted the document for approval.
  • Date submitted -- When the document entered the approval queue.

Reviewing Before Approving​

Before approving or rejecting, you should review the full document. Click on any item in the approval list to open its detail page. From there you can see:

  • All extracted and entered data (vendor, amounts, line items, dates).
  • The original document or attachment.
  • Any notices that were resolved during processing.
  • Matching details (linked POs and receipts, if applicable).
  • Comments or notes from the submitter.

Take the time to verify the information before making your decision.

Approving a Document​

To approve a document:

  1. Open the document from your approval list.
  2. Review the details.
  3. Click Approve.

What happens next depends on where this step falls in the approval chain:

  • If there are more steps after yours, the document moves to the next step and the next approver is notified.
  • If yours is the final step, the document is fully approved and proceeds to the next stage (typically ERP sync for invoices).

Rejecting a Document​

To reject a document:

  1. Open the document from your approval list.
  2. Click Reject.
  3. Enter a reason for rejection. This is required. The reason is sent back to the submitter so they know what to fix.

After rejection, the document goes back to the person who submitted it. They can correct the issue and resubmit the document for approval, which starts the approval chain over from Step 1.

tip

Write clear, specific rejection reasons so the submitter knows exactly what to fix. Instead of "Incorrect amount," try "Invoice total is $5,200 but the PO total is $4,800. Please verify with the vendor before resubmitting."

Recalling a Submission​

If you submitted a document for approval and need to make changes before it is fully approved, you can recall it:

  1. Go to the document you submitted.
  2. Click Recall.
  3. The document is pulled out of the approval chain and returned to you for editing.

You can only recall a document if it has not yet been fully approved. Once all steps are complete, the document cannot be recalled.

Understanding Step Progress​

Each document in the approval process shows its approval chain progress. You can see:

  • Completed steps -- Steps where all required approvals have been given. These are marked with a checkmark.
  • Current step -- The step currently waiting for approval. This is highlighted.
  • Upcoming steps -- Steps that will be triggered after the current step is complete.
  • Who needs to approve -- The approvers assigned to the current step and whether "Any" or "All" must approve.

Multiple Approvers on a Step​

When a step has multiple approvers, the approval requirement determines when the step is complete:

  • Any -- The step completes as soon as any one approver in the group approves. Other approvers on that step are no longer required to act (though they can still approve if they want to).
  • All -- Every approver in the group must approve before the step is complete. The step stays pending until the last approver gives their approval.

If even one approver in an "All" group rejects the document, the entire document is rejected.

Learn More​

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