---
title: "AP Invoice Approval Workflows (PAS)"
slug: "ap-invoice-approvals-pas"
updated: 2026-08-11T18:38:33Z
published: 2026-08-11T18:38:33Z
canonical: "help.wrapbook.com/ap-invoice-approvals-pas"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.wrapbook.com/llms.txt
> Use this file to discover all available pages before exploring further.

# AP Invoice Approval Workflows (PAS)

## Overview

Wrapbook supports **configurable approval workflows for AP (Accounts Payable) invoices** in [PAS](/v1/docs/about-production-accounting). 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*](/v1/docs/roles-permissions#preconfigured-roles) 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*](/v1/docs/approval-workflows) in *Company settings* |

## Set up an AP invoice approval workflow

AP invoice approval workflows are configured in two steps:

1. **Create the workflow** — Go to your company’s [*Approval Workflows* dashboard](/v1/docs/approval-workflows#access-approval-workflows) 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).
2. **Apply to a project** — Once created, go to your p*roject’s* [*Approval workflow management settings*](/v1/docs/additional-settings#approval-workflows) to assign the workflow to the project

For general step-by-step setup instructions, see [**Approval workflows**](/v1/docs/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

1. [Create a new AP invoice](/v1/docs/create-an-ap-invoice-pas) and complete the coding
2. Click **Save** — the invoice is stamped with a transaction number (*TRX#*) and stays in the [AP Inbox](/v1/docs/create-an-ap-invoice-pas#using-the-projects-ap-inbox) on the project’s [Accounts payable dashboard](/v1/docs/about-ap-invoices-pas#access-the-accounts-payable-dashboard) with *Unposted* status
3. 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

1. Go to the project’s [Accounts payable dashboard](/v1/docs/about-ap-invoices-pas#access-the-accounts-payable-dashboard) and click the **AP approvals** tab (this is only visible when you are part of an active *AP Invoice Approval Workflow*
2. 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.
3. **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:

1. Go to your project’s [Accounts payable dashboard](/v1/docs/about-ap-invoices-pas#access-the-accounts-payable-dashboard)
2. In the **AP Inbox** or **AP approvals** tab, click to check the boxes next to the invoices you want to review
3. Click the **Review** button
4. The first invoice will open. Use the **Prev** / **Next** controls at to move through each selected invoice
5. Take action on each invoice individually as you go
6. 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](/v1/docs/about-ap-invoices-pas#access-the-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](/v1/docs/user-menu-admin#notification-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

## AP invoice cover sheets

Once an AP invoice is fully approved, Wrapbook automatically generates an **AP invoice cover sheet** — 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 *AP invoice cover sheet* feature requires configuration by your Wrapbook Customer Success Manager or the [Support Team](/v1/docs/how-to-get-help-using-wrapbook)

Vendor billing for products or services rendered.

Original and detailed book of record for all accounting transactions arranged by departmental account codes that occurs throughout the lifetime of a production.

(General Ledger) Original and detailed book of record for all accounting transactions arranged by departmental account codes that occurs throughout the lifetime of a production.

Recording entries to the general ledger in the computer accounting system.

(Production Manager) The person responsible for coordinating and supervising all administrative, financial, and technical details of the production and overseeing the activities of the entire crew. UPM is a DGA title/position with Line Producer title used in film/tv industry.

A narrative summary of the financial status of the production costs that explains the reasons for variances on the weekly cost report.

Something that cannot be changed or modified after it has been created. It's often used to describe

- Data or records that cannot be altered once they've been created
- Information that serves as an audit trail or historical record