Vantaca Home - Boards - Invoice Approval

This article explains how Board Members with the Board Invoice Approver role review and approve invoices from Vantaca Home.

The Board Invoice Approver responsibility is granted by your management company. To be set up as the Board Invoice Approver for your association, contact your management company about your permissions.

Reviewing and Approving an Invoice

1. Log into Vantaca Home and navigate to Board Actions > Invoices.
   The Invoices page lists all invoices assigned to your role on the My Items tab. You can view information such as Vendor, Invoice Date, and GL Description, and add or remove columns by clicking the three dots next to any column header.
2. Use the date filter to narrow the list to a specific range. The filter is a calendar picker, and the currently applied range always displays next to the filter so you can see at a glance whether a filter is active.
3. Click anywhere on an invoice row to open a side panel with that invoice's details, messages, attachments, and available actions, without leaving the Invoices list. From the side panel you can move to the next or previous invoice in your current filtered list.
4. Approve, Decline, and Send Message appear directly on each row so you don't need to open a menu to act. Clicking Approve or Decline opens a modal where you select the Next Step, add an optional Note, and attach files before completing the action. Decline uses the same blue Update button as Approve, since declining routes the invoice to its next configured step rather than deleting anything.
   Note: Approve, Decline, and Send Message are only available on the My Items tab. If you don't see them, check that you're on My Items rather than Open or Closed, and that My Items has an invoice currently assigned to you.
5. Click View Attachment in the Attachment column, or click the row to open the side panel, to view attachments including the original invoice.
6. The side panel includes three tabs:
   • Messages: The step-by-step history of this invoice, including any changes or approvals so far.
   • General Ledger: GL details for this invoice. Board Invoice Approvers may also be able to edit these GL details, depending on their permissions.
   • Recent Invoices: Recent invoices paid from this association/provider. If your board notices a possible duplicate, this is your last chance before expensing the invoice to decline it or change this information.
   Note: You may not have the ability to edit or create invoice details, depending on your permissions in Settings > Role > Portal > Board Invoice. The Edit and New Invoice Detail permissions control who can edit or create GL details on invoices in Vantaca Home.

Approving Multiple Invoices at Once

1. On the Invoices screen, click the checkbox next to each invoice you want to approve.
2. (Optional) Click Select All to approve all invoices at once.
3. Click the green Approve button.
4. The approval workflow opens so you can complete all selected approvals together.