---
title: "Approve and Authorise supplier invoices"
description: "A guide on how to approve and authorise supplier invoice in Kleer"
search:
  tags:
    - "Attest Approve Certify Authorise Supplier invoice Attestkedja"
---
For approval and authorisation of supplier invoices in Kleer it is possible to use an automated authorisation process or distribute the invoice manually.

This guide is addressed to employees in companies that are using the automated authorisation process.

## A supplier invoice route through Kleer

![A supplier invoice route through Kleer](/manualer/157/authorisation_workflow.png)

## Approval

The first step in handling a supplier invoice is *approval*.

![Approval (skärmbild 1 av 4)](/manualer/157/approve_button.png)

![Approval (skärmbild 2 av 4)](/manualer/157/change_approver_1.png)

![Approval (skärmbild 3 av 4)](/manualer/157/reject_invoice_1.png)

![Approval (skärmbild 4 av 4)](/manualer/157/mine_to_approve.png)

This step is usually done by the person who has bought something for the company. A check to make sure what has been ordered also has been delivered according to agreement.

All users in Kleer can be approvers.

You approve a supplier invoice by clicking on the Approve button visible at the bottom of the invoice page.

### Change approver

If you have incorrectly received an invoice for approval you can choose a new approver by clicking the "Change authorisation workflow" button found at the buttom of the page. Choose a new approver in the drop down and press Save.

### Reject an invoice

If you wish to reject an invoice you click on the arrow next to Approve and the alternative "Reject" will be visible. If you reject an invoice it will appear in the overview for users with the permission to administer supplier invoices.

### Where do I find the invoices that has been sent to me for approval?

Your supplier invoices to approve is found in the menu under Supplier invoices > Approve/Authorise. On that page there is a filter called "Mine to approve". Please note that different permissions show different filters.

## Authorise

Once the approval has been made the invoice will be sent to the first person in the authorisation workflow for *authorisation*.

![Authorise (skärmbild 1 av 4)](/manualer/157/authorise_button.png)

![Authorise (skärmbild 2 av 4)](/manualer/157/change_authorisation_workflow.png)

![Authorise (skärmbild 3 av 4)](/manualer/157/reject_invoice_-_authoriser.png)

![Authorise (skärmbild 4 av 4)](/manualer/157/mine_to_authorise.png)

This step is usually done by persons who have the right to accept a cost in the company. They assure that the amount is within budget and that they are willing to accept the cost.

Only users with the permission "Finance Manager" or "Authorise own and my team's supplier invoices" are able to authorise supplier invoices.

You authorise an invoice by clikcing the Authorise button visible at the bottom of the invoice page.

### The invoice's way through the authorisation workflow

- The supplier invoice is sent to one person at the time according to the order set up in the chosen authorisation workflow.
- If the user that has approved the invoice is included in the chosen authorisation workflow he/she will be skipped over and the invoice will be sent for authorisation to the next person in line.
- In order for the invoice to be fully authorised it is required that minimum two different persons have approved/authorised and that the authoriser has sufficient amount limit.
- The invoice will continue in the authorisation workflow until this is fulfilled. Then it will stop and be fully authorised. Any following persons in the chosen authorisation workflow will not be involved.

### Change authorisation workflow

If you have incorrectly received an invoice for approval you can choose a new approver by clicking the "Change authorisation workflow" button found at the buttom of the page. Choose a new authorisation workflow in the drop down and press Save.

### Reject an invoice

If you wish to reject an invoice you click on the arrow next to Authorise and the alternative "Reject" will be visible. If you reject an invoice it will appear in the overview for users with the permission to administer supplier invoices.

### Where do I find the invoices that has been sent to me for authorisation?

Your supplier invoices to authorise is found in the menu under Supplier invoices > Approve/Authorise. On that page there is a filter called "Mine to authorise". Please note that different permissions show different filters.

## FAQ

### Who can change approver on a supplier invoice?

Anyone who has access to the supplier invoice in question can change approver.

### Who can change authorisation workflow on a supplier invoice?

Users with the permission to authorise supplier invoices can change the authorisation workflow.

### Is it possible for a user to both approve and authorise an invoice?

No, if a user has approved he/she will not authorise the same invoice.

### Is it possible for a user to be involved multiple times in handling an invoice?

No. If a user has approved an invoice he/she will be skipped if they are included in the chosen authorisation workflow. Therefore the system demands minimum two people in each flow to secure there are always at least two different persons that check the invoice before payment.

### What happens if someone changes the authorisation workflow when another one has already started?

If the authorisation workflow is changed the process starts over and person 1 in the new flow will receive the invoice for authorisation. Any authorisations that have made previously will be considered invalid.

### What is an amount limit?

It is possible to, on a personal level, state a maximum amount for which the person is allowed to authorise a supplier invoice. A supplier invoice will be fully authorised when a person with a high enough amount limit do their authorisation. If there are persons after this in the chosen authorisation workflow they will not be sent the invoice.

The limits are also valid for credit invoices. A user with 5 000 SEK limit also has permission to authorise credit invoices up to - 5 000 SEK.

All amounts are incl. VAT.

### What happens if the last person in the authorisation flow does not have a high enought amount limit?

If the person who is last in an authorisation workflow does not have a high enough limit to cover the invoice the invoice will not be fully authorised. It will then appear in the filter "To do" for users with permission to administrate supplier invoices.

### How many people is included in an authorisation workflow?

How many people that are included in a specific authorisation workflow is up to the Finance Manager who administrates the flows. Kleer guarantees that the supplier invoice always passes minimum two different people before it is fully authorised and can be paid.