Bill Approvals in Niobi Introduction Bill approvals ensure that payments are reviewed before money leaves the account. This adds control, reduces errors, and ensures that spending follows internal rules. In Niobi, bills can be created by finance team members and must be approved by authorised roles before payment is completed. Why Use Bill Approvals? Bill approval workflows help keep financial operations controlled and transparent. 🔒 Payment Control\ Prevents unauthorized payments and ensures only approved bills are paid. 📋 Accuracy Check\ Helps catch errors in amounts, vendors, or supporting documents before payment. 👥 Separation of Duties\ Different people handle raising, approving, and paying bills, reducing fraud risk. 🧾 Audit Trail\ Every approval and rejection is recorded with time and user details. Roles Involved in Bill Approvals Not everyone approves bills. People who typically raise bills: - Accountant - Associate They create and submit bills for approval. People who approve bills: - Director - Admin - Approver They review submitted bills and decide whether to approve or reject them. Important rule - Directors and Admins can raise and approve their own bills if needed - Other roles must follow the approval process \--- How Bill Approval Works Step 1: Open approvals 1. Go to Dashboard 2. Navigate to Outflows 3. Click Approvals You will see all bills waiting for review. Step 2: Review bills Click into each bill and check: ✔ Vendor details\ ✔ Amounts\ ✔ Attachments or invoices\ ✔ Submitter information ❌ Never approve without opening the full details first Step 3: Select bills - Tick the checkbox next to each bill - You can select one or many ✔ Supports batch reviewing\ ✔ Faster for high-volume teams Step 4: Take action Now decide what happens next. ✔ Approve - Bill moves to “Approved” - It becomes payable ❌ Reject - You must add a reason - Bill returns to creator for correction What happens after your decision When you approve: ✔ Bill becomes payable\ ✔ Payment team can proceed\ ✔ Full audit trail is recorded When you reject: ❌ Bill is blocked from payment\ ✔ Creator is notified\ ✔ Bill must be corrected and resubmitted Key rules to remember ✔ Approved means ready for payment\ ✔ Rejected means back to the start\ ✔ Only authorised roles can approve\ ✔ Every action is permanently logged ❌ No approvals outside the system\ ❌ No “silent fixes” after submission Good approval habits ✔ Always verify vendor and amount properly\ ✔ Reject clearly when something is wrong\ ✔ Approve only when everything checks out\ ✔ Don’t rush just to clear the queue\ ✔ Treat all vendors equally, even trusted ones Simple rule:\ If it doesn’t look clean, it doesn’t get approved. Common issues ❌ Cannot see approve button\ You likely don’t have approval rights or the bill is not pending ❌ Bill is locked\ This is normal once submitted ❌ Approver didn’t get notification\ Check in-app approvals and email spam ❌ Bill m