---
title: Review and approve an invoice
description: Check the fields the AI read, fix what is wrong, accept confident documents in bulk, and approve so the bill posts to Payables and Stock.
order: 2
updated: 2026-09-16
keywords: review, approve, keyboard, bulk accept, confidence, payables
---

This guide covers every control on the review screen. For a first walk-through, start with [Your first supplier invoice](/docs/tutorials/your-first-supplier-invoice).

**Before you start:** the document is in the **Review** list as _Needs review_. Approval may ask for your authenticator code depending on your organisation's policy.

## The three panes

- **Queue** (left): documents waiting, with a _Needs review_ pill. The count at the top says how many.
- **Preview** (middle): the image or PDF. Zoom with the plus and minus buttons, or open **Enlarge** or **Fullscreen**.
- **Form** (right): the fields, filled from the AI draft. **Fill from document** re-runs the draft if you changed something and want to start again.

## Keyboard map

| Key                     | Action                                                                |
| ----------------------- | --------------------------------------------------------------------- |
| [[Up]] / [[Down]]       | Move through the queue                                                |
| [[Tab]] / [[Shift+Tab]] | Move between fields                                                   |
| [[Cmd+Enter]]           | Approve the focused document (does nothing while the form is invalid) |
| [[+]] / [[-]]           | Zoom the preview                                                      |
| [[Esc]]                 | Close the bulk dialog                                                 |

On Windows use [[Ctrl]] instead of [[Cmd]].

## Check the form

1. **Supplier.** Pick the canonical vendor. If the extracted name is a new spelling, suggest an alias so the next invoice matches on its own. See [Map supplier name aliases](/docs/how-to/map-supplier-aliases).
2. **Invoice number, date, currency.** Dates follow the printed format shown on the field.
3. **Tax code and tax.** SST as its own line. Food ingredients are usually exempt or out of scope. See [Malaysian tax codes](/docs/reference/tax-codes).
4. **Total.** Lines plus tax must equal the total or the form stays invalid.
5. **Line items.** Item code, quantity, unit, line total, line tax. These become purchase lines in Stock and price observations for the supplier.
6. **More details.** Self-billed toggle, e-Invoice evidence (UIN, Long ID, Validation ID), a safety finding with severity and disposition, and the match expectation with purchase order and delivery note references.

## Approve one document

Press [[Cmd+Enter]] or click **Approve**. Two steps run in order: the extraction is approved as checked, then the bill is posted to Payables. If a second factor is required, a dialog asks for your code and the approval continues without losing the form.

If the second step fails, the document shows _Approval incomplete_ in the Library with an **Approve to Payables** button. Click it to finish.

## Accept confident documents in bulk

The **Record high-confidence** button at the top of the queue offers documents whose extraction confidence is 95% or higher and whose fields you have not changed. Review the list in the dialog and confirm. Anything below that threshold stays for a person.

## Split, merge or reclassify pages

Multi-page captures can be grouped into one document, or a mixed capture split into several, from the page controls in the preview. Choose the document type when a file is not an invoice, for example a credit note or delivery note.

## After approval

- The bill appears in **Money › Finance › Accounts payable** with its due date and match status.
- Purchase lines appear on each item in **Stock**.
- The document moves to the **Library** as _Approved_, with the original file attached.

## Related

- [Handle a blocked file](/docs/how-to/handle-a-blocked-file)
- [Invoice review fields](/docs/reference/invoice-review-fields)
- [Record a supplier payment](/docs/how-to/record-a-supplier-payment)