Approval FAQ

Common questions about reviewing, approving, and managing the approval process in Mod AI.

How do I know when something needs my approval?

Mod AI notifies you in two ways:

• Sidebar badge -- The left sidebar shows a badge with the count of invoices pending your approval. This updates in real time.
• Email notifications -- You receive an email each time an invoice is routed to you for approval. Make sure email notifications are enabled in your profile settings.

Can I approve from my phone?

Yes. The platform is accessible via any mobile browser. You can view invoice details, review extracted data, and approve or reject invoices from your phone or tablet. No app installation is required.

What happens when I reject an invoice?

When you reject an invoice, you must provide a reason explaining why. The invoice goes back to the submitter (typically the Clerk who uploaded or reviewed it) for correction. They can see your rejection reason, fix the issue, and resubmit the invoice for approval. The approval process starts over from the first step.

Can multiple people need to approve the same invoice?

Yes. Approval policies can define steps with multiple approvers. Within each step, you configure whether:

• Any one approver can complete the step (first to approve moves it forward), or
• All approvers in the step must approve before the invoice advances.

You can also define multiple sequential steps, so an invoice might need a manager's approval first, then a VP's approval second.

What if I am going on vacation?

Set up an approval delegation before you leave. Delegation lets you assign another user to approve invoices on your behalf for a specified time period. While the delegation is active, your delegate receives your approval notifications and can act on your pending items.

See Delegating Approvals for step-by-step instructions.

Can I reverse an approval?

Once an invoice is fully approved (all steps completed), it moves to the ERP sync stage. At that point, the approval cannot be reversed through the platform. If you need to reverse a completed approval, contact support at support@usemod.ai for assistance.

How do I change who approves what?

Edit your approval policies. Go to Approvals in the left sidebar and select Policies. From there, you can modify existing policies -- changing the conditions that trigger them, the approval steps, the approver groups, and the priority order.

See Editing & Reordering Policies for a detailed walkthrough.

Learn More

• How Approvals Work -- Full guide to the approval system, including policies, conditions, chains, and steps.