Invoices can go through the following statuses in Unity (click on an option for more information):
Note: These User Guides will be updated as more features are added and revised. Check in frequently for more information.
You can view the status from the following tabs of the invoices list page: Received, On Hold, and Approved.
The status is also located in the header of the details page next to the invoice number.
NOTE: The Reject and Approve buttons in the image above only appear to users who are assigned as reviewers and only if it is their turn to review the invoice.
Received
Invoice has been submitted via CounselGO by a vendor or added manually by an internal user, and Unity has performed initial invoice validation based on settings in your environment (e.g., timekeeper rate validation and/or automated flagging per validation rules).
Approvable vs. Not Approvable
Depending on invoice validation settings in your environment, the system determines whether the invoice meets minimum billing requirements to move through the review cycle. If an invoice passes validation, the Approvable column on the Invoices list page displays Yes. If the invoice fails validation, the column displays No to indicate further review/action is required. In this case, an admin may need to set the invoice status to On Hold. You can view validation issues by going to the Invoice Verification tab and switching to Approval Requirements.
Spend Agent Invoice Verification
If you are using Onit's Spend Agent for automated invoice review/validation based on natural language billing guidelines uploaded to your environment, you can view the detailed AI summaries by going to the Invoice Verification tab from the invoice details page. For additional information on Spend Agent for Unity, click here.
On Hold
Invoices requires some further review or research outside of Unity. This may be necessary, for example, if key pieces of information are missing or if the invoice did not pass initial system validation based on settings.
To change the status to On Hold, the current reviewer or an admin can click on the Invoice Actions dropdown in the top-right corner of the invoice's details page and select Pause Approval.
Placing an invoice on hold moves it out of the review queue. Once the necessary information is collected or verified, the user can go to the Invoice Actions dropdown and select Resume Approval to revert it to Received status and move it back to the reviewer's My Invoices list for review.
Approved
Invoice have been approved by assigned reviewers or per auto-approval validation rules in your environment (if applicable).
Once approved, invoices can be marked as Sent to AP for payment manually or via a finance system integration. Otherwise one of the following options can be selected by clicking Invoice Actions dropdown from the details page: Mark Paid, Pause Payment, or Revert to Received.
Approved Hold
If an admin chooses Pause Payment on an approved invoice, the status changes from Approved to Approved Hold. This means the invoice will not be sent to AP via a finance system integration, if applicable.
Rejected
Invoice has been rejected manually by an assigned reviewer or automatically depending on validation rules in your environment (if applicable). Rejected invoices do not appear on the invoices list page.
You can find rejected invoices by going to Reports > Standard and viewing the Invoice List report, which displays a comprehensive list of all invoices by status. You can use the status filter to only see rejected invoices for a specified date range. Access depends on your role and permissions.
Sent to AP
Indicates that the invoice is pending confirmation from the accounting team. Invoices can be set to this status manually or automatically via a finance system integration (if applicable). It can be set manually by clicking Invoice Actions from the details page and selecting Mark Sent as AP.
Paid
Invoices that have been marked as Paid manually by an admin or reviewer or automatically via a finance system integration (if applicable). It can be set manually by clicking Mark Paid under the Actions column from the Approved tab on the invoices list page.
Additional statuses that may appear for Paid invoices include the following:
- Partially Paid. Marked via API as Paid but did not pay full amount (informational only)
- Over Paid. Marked via API as Paid but pais more than the invoice total (informational only)
Status Changes in Bulk
To apply some of the status changes described in this article to invoices in bulk, select boxes from the left side of the Invoices list page and click on Bulk Actions. You can apply the following actions in bulk:
- Approve
- Reject
- Mark Paid
- Resend Approval Emails
For additional information on applying bulk actions to invoices, click here.