Click on an invoice in the Inbox, orange frame around an invoice row
The status button in the invoice details, orange frame around the status field
/ docs
Change the status of a purchase invoice

How to manually change the status of a purchase invoice to approved, paid or rejected.

You can manually change the status of an incoming invoice on the eConnect platform. This is useful for tracking which invoices have been approved, paid or rejected, especially when you do not use an automatic approval workflow.

How to change the status
Step 1: Open the invoice

Go to the Inbox and click on the invoice whose status you want to change.

Step 2: Click the status button

In the invoice details you see the current status. Click the status button or status field to see the available options.

Step 3: Choose the new status

Choose the desired status:

  • Approved for payment: the invoice has been approved and is ready for payment
  • Paid: the invoice has been paid
  • Rejected: the invoice is not accepted

The change takes effect immediately. If the sender is also on the eConnect platform, the status change is automatically communicated to the sender.

When to change the status

The most common reasons to manually change the status:

  • After payment: mark the invoice as "Paid" so you keep a complete overview of what is still outstanding.
  • After approval: mark as "Approved for payment" if the invoice has been accepted but not yet paid.
  • When rejecting: mark as "Rejected" if the invoice is incorrect and you are not going to pay it. You can optionally add a comment with the reason.
Changing status with a workflow

If your organisation has an approval workflow configured, statuses are automatically adjusted based on the approval process. In that case you usually do not need to change the status manually; the workflow handles it. Manual adjustment remains possible for exceptional situations.

Frequently asked questions
Does the invoice disappear if I change the status or mark it as done?

No. A status change in the Inbox only changes the status label. The document remains in place; invoices in the Inbox cannot be deleted. Did you accidentally mark an invoice as Downloaded or done without downloading it? Search by invoice number (filter by Downloaded or All), open the invoice and download it again as PDF and/or XML. More explanation: Invoice statuses explained.

Want to learn more about the different statuses? Read Invoice statuses explained.

Open your Inbox

Related
PreviousStatuses
NextDuplicate invoice