Approve or Decline an Application for Payment

You can review invoices for a particular contract, or choose from a list of all invoices currently assigned to you.

Invoice Approvers and their approval levels are designated by users with the Project Admin role. If needed, see Adjust Project Member Permissions.

You can review invoices in two different contexts:
  • For a particular contract
  • All pending invoices assigned to you. This is called the Task list.
  1. Choose one, depending on the context you want to review invoices:
    • For a particular contract - From your Dashboard, select the project and then double-click the applicable contract.
    • All assigned, pending invoices - In the left-hand sidebar, select Task list to display the list of all invoices awaiting your review.
    For each given invoice, on the right-hand side of the screen, two options appear: Decline or Approve.
  2. Confirm the contract has the correct billing amount and then choose one:
    SelectionNext Action(s)
    ApproveSelect Yes to confirm.
    Decline
    Note: If you decline an invoice from the Task list, declining with a comment isn't an option.
    Select Decline without a comment, and then confirm.
    If you're declining an invoice in the contract context:
    1. Select Decline and leave a comment.
    2. Comment on line items to specify to the submitter what needs to be corrected.
    3. Select Decline Application.
    4. Confirm your choice.
  3. Note: This step applies only when reviewing the invoice from the Task list.
    To view the pending Application for Payment, lien waiver, schedule of values, and so on, take these steps:
    1. Select Details.
    2. To view a document, select its icon. To download it, select Download document in the view window that opens.
    3. To review the Schedule of Values, select View SOV.

If you approve an invoice from the Task list, it is removed from the list.

In all cases, Trimble Pay:
  • Updates the Payment Application's status
  • Generates both an in-app and email notification to the invoice Submitter