Approve invoices in the Pending queue
6 min read
Walk through every control on the Pending page — the vendor filter, the unlinked filter, per-card actions (Approve, Reject, Skip, change vendor), bulk approve, regenerate extraction, and pagination.
What Pending is for
Pending is the human-review step. Every newly uploaded invoice lands here with extracted fields and a confidence score. Nothing affects your dashboard, charts, or income/profit totals until you approve it from this queue. The number on the Pending nav badge is the count of unapproved invoices.
The Pending header
The page header shows a Clock icon, the title "Pending Invoices", a short subtitle, and the total count badge. To the right you'll see two filters: • Vendor filter — defaults to "All Vendors". The dropdown also includes an "Unlinked" entry that surfaces invoices the extractor could not match to any vendor row. • Page-size and pagination controls (bottom of the list) — 20 invoices per page by default.
Reading a pending card
Each invoice is rendered as a card. From top to bottom: • Vendor — a dropdown you can use to reassign or pick a vendor for unlinked invoices. Type to search; create a new vendor inline if needed. • Invoice date — editable. • Amount, currency, and VAT — editable; recalculated as you change values. • Invoice number, type and description — editable text fields. • Confidence row — the overall extraction confidence and the method (text, vision, or LLM) used. • PDF preview thumbnail — click to open the source file in a side pane.
Per-card actions
At the bottom of each card: • Save — persist edits without approving. • Approve — moves the invoice into your ledger and removes it from Pending. • Reject — marks the upload as not an invoice and hides it from charts. • Regenerate — re-runs extraction on the source file (useful after editing vendor rules). • Split — for multi-invoice PDFs, split the source into multiple invoice rows. • Skip — leave it in Pending and move on.
Bulk actions
Select multiple cards using the checkbox in the top-left of each card. The bulk action bar appears at the top of the list with: • Approve Selected — approves every checked invoice in one action. • Regenerate Extraction — re-runs the AI on every checked invoice (slow on large batches). • Reject Selected — bulk reject obvious non-invoices. Use the "Select all on page" checkbox in the header to grab everything visible.
Working through unlinked invoices
Set the vendor filter to "Unlinked" to focus on invoices the AI could not match. For each one, pick the right vendor from the dropdown (or create a new one), then approve. If you frequently see the same name being unlinked, edit the vendor's Aliases on the Vendors page so future uploads match automatically.
Ready to see it in action?
Explore InvoLoops Insights