Approval and delivery

Record the project review and each invoice decision before sending. The project manager checks a draft and submits it for approval. Approval rules hold the customer segment, project, amount band, priority and ordered approver roles. Each invoice approval step keeps its sequence, role, decision, date and comment. The invoice retains submission, approval and sent dates, so billing staff can distinguish an approved charge from one delivered to the customer.

• Identify the project. Confirm the customer, contract and project belong to the same engagement.
• Check the source. Compare dated source records with the period and amount under review.
• Keep the decision. Record the person, status and reason at each approval or exception.

Agree the approval thresholds, decision order and who may act for each role. Rehearse a rejection and resubmission, not only a clean approval. Confirm that the receiving customer contact and document destination are correct before marking an invoice sent.

Suppose the manager removes disputed time from a draft. After submission, the assigned approver sees the invoice and its lines. A rejection returns it for correction with a comment; approval advances the route. Controller checks the accounting result before the approved invoice is sent. The sent record points to its invoice artifact and customer link. When the amount differs from the customer’s expectation, follow the linked source and decision records with the responsible person. A dated approval or status change should explain the next action. Keep corrections visible to the next person in the cycle, and confirm the project and customer match before the invoice leaves the team.

Project manager reviews the draft and submits it only after disputed source work is excluded. The active rule selects the ordered approver roles from the project, customer segment and amount band. Each approver records a decision; rejection returns the invoice to draft with a comment. Final approval makes the invoice approved. The posting path then links a balanced journal entry, and billing specialist checks the sent date and customer delivery details when the invoice is sent.

• Invoices Awaiting My Approval — Invoices Awaiting My Approval shows pending decisions with the invoice, assigned approver and sequence.
• Invoice Status Board — Follow the invoice status from draft through sent after the team checks its source and approval.

Start with project terms, then follow invoice preparation and period close. The data model shows the record links used at each handoff.