Approving Invoices in DOKKA



In DOKKA, invoice approval is easy, structured, and designed to keep your workflow efficient and transparent. This guide explains how the approval flow works from the approver’s perspective, including what different statuses mean, how to approve or reject invoices, and how to track what's pending.


Approval Status Colors – What They Mean


Each approver in the approval flow is color-coded so you can quickly see the status of each stage:


White – Flow not activated / Approver has not yet received the request



Orange – Awaiting approval


Green – Approved



Red - Rejected





Approver Types & Permissions



The actions and visibility of each approver depend on their role in the system:


Accountant / Admin

- Can switch between Approval View and Financial View.

- In Financial View, the screen includes publishing fields, allowing deeper insight into the invoice's metadata and accounting settings.






Regular User (Approver)



- Can only view the invoice PDF and approve/reject it.

- No access to financial or publishing fields.



The Approval Process




Receiving an Invoice to Approve

Approvers receive an email with:

  • A PDF copy of the invoice.

  • A link to the invoice in DOKKA.




Taking Action

  • Click the link to open the invoice in DOKKA.

  • Click Approve or Reject.



Rejecting an Invoice

  • If rejecting, DOKKA will ask for a reason.


You can choose:


- “Doesn’t belong to me”
- Or enter a custom reason.






Leaving a Note on Approval


Click More → Add Sticky Note.







Recommended: Use a specific sticky note color for approval notes, so accountants can easily identify them.







How to Find Invoices Waiting for Your Approval


No need to check every email!
Once logged into DOKKA, go to the Pending Approval folder (orange label).
This folder automatically shows all invoices currently awaiting your approval.








Important Note: If you see your name in white in the approval flow but can’t approve or reject, here’s why:


  • Approval flows are sequential by default.


    • Example: If you're approver #2, and approver #1 hasn’t approved yet, your action will be locked.

    • Same applies to approver #3 waiting on #2.


If your organization uses parallel approval or different logic, this may vary.