How to finish invoice coding after a client approves the purchase
Yes. Use an approval workflow that keeps documents editable for authorised bookkeeping staff, complete the accounting review, then export after the final check.
Use this order when the client knows the purchase
The client can confirm that goods arrived or work was agreed. The bookkeeper can then select accounts, tax treatment and any required tracking fields. Keep those decisions in that order when the client knows the purchase but does not prepare the accounts.
A repair invoice is a common example. A site manager confirms the work and the practice checks the supplier, amounts and accounting treatment. The approval answers the purchase question. The final coding answers the bookkeeping question.
Set up the workflow for this handover
Set the approval stages for the business decision, then enable Keep Documents Editable where authorised finance staff must finish the accounting work after approval. Check the access rights and document locks for the people who will do that work. Leave automatic export after approval off until the final review is complete.
Choose Any when one configured stage member can complete the decision. Choose All when every configured member must decide. The approval workflow guide explains the stages and the auto-export guide covers the setting.
Separate familiar coding from a changed purchase
Saved supplier defaults and keyword rules can prepare recurring work. A changed purchase still needs a fresh accounting decision. Check the source document, then update the fields or rule that should carry the corrected treatment forward.
Keep the client’s approval request focused on the purchase. Keep the bookkeeper’s review focused on the accounting result. That gives the next person a clear reason for any document that remains open.
Test the handover
Run one routine invoice through the workflow with the people who will use it. Confirm the client can approve, the bookkeeper can complete the fields, and the intended record reaches the accounting organisation. Test a rejection as well, including who receives the next action.
Use the recorded approval state, document history and export result when resolving a problem. They show which step needs attention.
Keep the final handover visible
Record the unfinished step and its owner when an invoice pauses. For example: “Client approval complete. Finance to confirm tax treatment before export.” A short, specific handover prevents the invoice from looking complete when one decision remains.
