Overview
Wrapbook supports configurable approval workflows for AP (Accounts Payable) invoices in PAS. When an AP Invoice Approval Workflow is active on a project, every submitted invoice is automatically evaluated against a set of rules. Invoices that match a rule are routed to a designated approver before they can be posted to the General Ledger (GL). Invoices that don't match any rule are automatically marked Ready to Post with a complete audit record.
The AP Invoice Approval Workflow is opt-in — until an Company admin creates and assigns a workflow to a project, the invoice posting process is completely unchanged.
Roles in the AP invoice approval workflow
Role | What they do |
|---|---|
AP Clerk / Submitter | Codes invoices, clicks Save, then Submit for Approval to send to the review queue |
Approver (UPM, Dept Head, Finance Exec) | Reviews invoices in the AP Approvals tab; can Approve, Deny, or Request Changes |
Production Accountant (PA) | Posts approved invoices to the GL; can use the Approve & Post shortcut |
Company admin | Creates and manages AP invoice approval workflows in Company settings |
Set up an AP invoice approval workflow
AP invoice approval workflows are configured in two steps:
Create the workflow — Go to your company’s Approval Workflows dashboard and create a new workflow. Select AP invoices as the approval type and configure your rule conditions (vendor, invoice amount, GL account, and/or department).
Apply to a project — Once created, go to your project’s Approval workflow management settings to assign the workflow to the project
For general step-by-step setup instructions, see Approval workflows.
AP invoice approval statuses
Once an AP Invoice Approval Workflow is active on a project, AP invoices move through the following states:
Status | Meaning |
|---|---|
Unposted | Created and saved; not yet submitted for approval |
Pending Approval | Submitted and awaiting reviewer decisions. Invoice fields are locked — no edits until returned or cancelled. |
Approved | All approvers have approved; ready to post |
Changes Requested | An approver has requested revisions; returned to submitter for corrections |
Declined | An approver has denied the invoice |
Posted | Invoice has been posted to the GL |
Note: While an invoice is in Pending Approval or Approved status, invoice fields are locked and read-only. Edits are only possible after the invoice is returned via Changes Requested, or after the submitter cancels the request.
The invoice lifecycle with an active workflow
AP Clerk workflow
Create a new AP invoice and complete the coding
Click Save — the invoice is stamped with a transaction number (TRX#) and stays in the AP Inbox on the project’s Accounts payable dashboard with Unposted status
Click Submit for Approval — the invoice moves to the AP approvals tab on the project’s Accounts payable dashboard for review and invoice fields are locked
Once submitted, an invoice cannot be returned to the AP Inbox.
Approver workflow
Go to the project’s Accounts payable dashboard and click the AP approvals tab (this is only visible when you are part of an active AP Invoice Approval Workflow
Review the invoice and choose one of the following actions:
Approve — moves the invoice to Approved status; PA can then post it to the GL
Request Changes — returns the invoice to the submitter with comments; invoice moves to Changes Requested
Deny — rejects the invoice; invoice moves to Declined status. A denied invoice cannot be edited or resubmitted — a new invoice must be created for legitimate spend.
Approve & Post — approvers can approve and post in a single action
Cancelling and resubmitting
Cancel — The original submitter can withdraw a Pending Approval request at any time. The invoice returns to Unposted status and fields become editable again.
Resubmit — After an invoice is Declined or in Changes Requested status, the submitter can make corrections and resubmit for approval
Bulk review
To review multiple invoices in sequence:
Go to your project’s Accounts payable dashboard
In the AP Inbox or AP approvals tab, click to check the boxes next to the invoices you want to review
Click the Review button
The first invoice will open. Use the Prev / Next controls at to move through each selected invoice
Take action on each invoice individually as you go
To approve and post all eligible invoices in the selection at once, click Approve & Post all
Bulk posting approved invoices
On the AP approvals tab, of the project’s Accounts payable dashboard click to select already-approved invoices and then select Export edit report & post to post them in bulk without navigating to the Posting page. The button is only active when all selected invoices are in Approved status.
Auto-skip behavior
When a submitted AP invoice doesn't match any configured AP Invoice Approval Workflow rules, it is automatically marked Ready to Post. This is not a missing approval — the invoice was evaluated and determined not to require human review. Every auto-skip is logged with a full audit record.
Post-approval edits
Production Accountants can edit an Approved AP invoice before posting. This is intentional — it allows minor corrections without a full re-approval cycle. All edits are logged with the original value, new value, who made the change, and when. Post-approval edits do not trigger re-approval.
Activity feed
Every approval action — approvals, denials, change requests, cancellations, and post-approval edits — is logged in the Activity feed on the bottom of invoice detail page. This provides a complete audit trail of who took what action and when. The combined Approve & Post action is logged as a distinct event.
Notifications
Approvers can configure their notification frequency in the Approval Workflow section of their Notifications settings:
Immediate — notified as soon as an invoice is submitted for their review
Daily digest — one summary notification per day
Weekly digest — one summary notification per week
Certified copy
Once an AP invoice is fully approved, Wrapbook automatically generates a certified copy — a downloadable PDF that combines a Wrapbook-generated cover sheet (with the full approval chain, GL coding, and timestamps) with the original invoice backup. This serves as an immutable audit record.
Note: The Certified copy feature requires configuration by your Wrapbook Customer Success Manager or the Support Team. To learn more, see Certified Copies & Approval Attestation for AP Invoices (PAS)