Approvals
What it's for
Approvals is the office queue for discount and refund lines that need a second look before they can be billed. When a work order's line crosses a threshold your shop has set — a large discount, a refund — it's held here pending approval instead of flowing straight onto an invoice. This is distinct from the separate prebill approval queue, which holds a whole invoice rather than one line; a link to that queue sits at the top of this page.
Reach it from Customers → Approvals in the sidebar, at /approvals.
Tabs
The list has no tabs.
Panels and controls
- Search matches customer name or the line's own description.
- The list shows Work order, Customer, Kind (discount or refund), Description, Amount, and Submitted date for every pending line, oldest first by default. A work order that's already been invoiced or canceled never shows up here — its lines can no longer be approved or rejected, so leaving them in the queue would be a dead end.
- Approve and Reject sit on each row. Approving clears the line to be invoiced. Rejecting doesn't remove the line — it stays on the work order and still blocks invoicing until the office edits or removes it there.
- Selecting rows enables a bulk Approve action across the selection. Rejection stays single-row only, since it always needs a follow-up edit on the work order anyway.
- A Prebill queue link in the header shows the count of invoices currently held in that separate, invoice-level approval system.
- No pending approvals is the empty state — it explains that discount and refund lines crossing this shop's thresholds will show up here.
What it accepts
This queue has no creation form — lines land here automatically when they cross an approval threshold on a work order. The only writes are the decision itself.
| Field | Format | Required | Rule |
|---|---|---|---|
| Decision | Approve or reject | Yes | "Line item not found — it may have already been removed."; "Missing line item."; "Cannot change line items on a {status} work order." |
How to configure it
- Settings → Approval rules sets the discount and refund thresholds that put a line into this queue in the first place. Nothing here is editable without changing those thresholds.
Who can see it
This screen sits behind the Invoices area (approval is treated as a billing decision, not a work-order edit).
Owners and office managers can open it. Dispatchers and technicians cannot approve or reject a billing line. The gate is checked on the server, not just hidden in the sidebar, so a direct link does not get around it.
The full role matrix is on Roles & permissions.