Reviewing, approving and issuing invoices
An invoice goes out to a client and becomes a demand for money. The review path — verify, approve, issue — is deliberately more than one step, and the recalculation warnings are there because the amounts can move underneath you.
Where: Invoices › the invoice You need: invoicing rights for that client; verifying and approving are separate roles
Verifier and approver are different roles
| Role | Does |
|---|---|
| Verifier | Checks the invoice is right |
| Approver | Agrees it can be issued |
Splitting them is the control. The verifier examines detail — are the right people on it, at the right rates, for the right period. The approver takes commercial responsibility for sending it.
⚠️ In KAMI's own words: "Any changes to Approvers or Verifier will result in the invoice being..." reset. Changing who reviews an invoice mid-flight restarts its review. Set the roles on the client and the template, not on individual invoices, unless you intend to start again.
Watch the recalculation state
An invoice's amounts are computed, and KAMI tells you when what you are looking at is not current:
| Notice | Means |
|---|---|
| Recalculating — amounts may change | Figures are being rebuilt; do not approve yet |
| Edited since last recalculation — recalculate to refresh amounts | You are looking at stale figures |
| Recalculation failed — recalculate to refresh amounts | The rebuild did not complete |
Never approve an invoice showing any of these. The first means the number will move; the second means it already has; the third means you do not know. All three are easy to click past.
What to check before approving
- The people. Compare the invoiced profiles against who you believe is placed with that client. A missing person is invisible — see Picking and skipping rules.
- The period. Start and end dates against the client's agreed cycle.
- The rates and fees. Against the contract, not against last month.
- The total, against last period. Any material change should be explainable in a sentence.
- The currency, for clients billed in a currency other than the one employees are paid in.
Issuing
Once approved, the invoice is issued — it gets its number and becomes a document. You will see invoice has been issued and, when sending, invoice is being sent.
An issued invoice is a record. Correct it by reissuing or by adjusting on the next invoice — not by editing the document, which would leave what the client holds and what you hold disagreeing.
What Happens Next
- The invoice becomes receivable and appears in the outstanding and aging views.
- Payments and deposits are recorded against it as transactions — see Payments, deposits and transactions.
- The approval status moves from pending, to approved, to paid.
Tips
- Verify and approve as different people. If the same person does both, the second step is not a check.
- Refuse to approve anything showing a recalculation notice. It takes seconds to recalculate and it is the only way to know what you are approving.
- Reconcile invoiced headcount every period. It is the check that catches missing picking rules, and nothing else does.
- Look at the largest client first. Errors there cost the most and are the most embarrassing to correct.
- Keep a copy of what was issued. Reproducing an invoice later from live data may not give the same figures.
Troubleshooting / FAQ
Q: The invoice reset itself and needs reviewing again. The approvers or verifier changed. That resets the review by design.
Q: The total changed after I looked at it. It was recalculated. Check for the recalculation notice before approving.
Q: We approved an invoice with a wrong figure. Reissue it, or adjust on the next invoice. Do not edit the issued document.
Q: An invoice will not issue. Check it is approved and that its processing status is ready rather than error.
Q: The client says the invoice is short. Compare invoiced profiles against your placement list — a missing picking rule is the usual cause.