Invoices (approval & payment)

See the screens

Open it from Admin → Apps → Invoices. The buttons at the top switch screens: Invoices (list) / New invoice / Approvals / Vendors / Reports / Settings.
The list is ordered pending → approved → rejected. Paid invoices are hidden (filter Payment = Paid, or use Reports → History).
Click a number (#) to open the invoice, where you can edit, approve or mark it as paid.
Who can do what: staff submit invoices and register vendors (bank details hidden). Managers approve, pay, run reports and edit email templates. Owners can do everything, including a full data reset.

Under Vendors → Add vendor, a name alone is enough (you can also add one from the invoice screen).
Address, contact, payment method (bank / check / Zelle / web / other), bank details and W-9 can be added later.
Account number, routing number and web password are stored encrypted; lists show only the last 4 digits and CSV exports omit them.
To add many at once use “Import from CSV”: download the template, fill it in with the same columns, then review adds and duplicates on the preview screen.

Under “New invoice” upload a PDF or a photo (PNG / JPG / HEIC). The amount and due date are guessed and shown on the next screen.
Enter the vendor (or type a new name), amount, due date, description, approvers (managers and up, multiple OK) and a note.
“Submit” makes it pending and emails the approvers (with a no-sign-in review link valid for 7 days). Use “Save as draft” to finish later.
After submitting, the details and file can still be edited until it is paid (by the submitter or a manager).

Pending invoices appear under “Approvals”; those addressed to you come first with an orange bar. Tick “Addressed to me only” to filter.
Check the file with “View invoice”, add a note (a reason when rejecting) and press Approve / Reject. The submitter is emailed.
Only the listed approvers can decide; owners may act on anyone's behalf. Made a mistake? Use ↩ under “Decided” to put it back to pending (no notification).
Approvers can also decide from the email link (see “Email link” below). “Send reminders” emails everyone who has pending invoices.

The “Review and approve/reject” link in the email opens a page showing just that invoice. No sign-in is needed.
Check the file and press “Approve”, or enter a reason and “Reject”. Nothing changes until you press (safe even if a mail scanner opens the link).
Each approver gets their own single-use link that expires after 7 days. Ask for a reminder if it has expired.

“Reports → Unpaid” lists approved, unpaid invoices. Filter by “Due on or before” — accounting pays from this list. CSV export available.
After paying, open the invoice and press “Mark as paid”. The payment date is recorded and it moves to History. “Back to unpaid” undoes it.
“Reports → History” filters by period, approval and payment status, with CSV export (for your accounting software).

“Pause emails” stops submit / approve / reject / reminder emails for this company only (useful while testing or right after an import).
The company-wide “Email recipients (safety switch)” (Settings → Email) also applies: in “Trial” mode only administrators and the allow list receive mail.
Email templates are edited per language. The current display language is shown; switch with “Edit English” / “Edit Japanese”. Each recipient gets their own language (from the roster).
Danger zone (owner only): deletes every invoice, vendor, template and file. Type DELETE to run. This cannot be undone.