Summary
Learn how to send an invoice to a property manager (PM) for review.
This article covers:
About the PM approval process
Property manager (PM) approval is an optional step used when the accounts team processes invoices and needs the PM to confirm details (e.g., unexpected charges, body corporate items, or anything that requires operational context).
When an invoice is sent for PM approval:
It appears in the dashboard under invoice pending for the property manager’s approval
The PM receives a daily summary email notifying them that invoices are waiting for review
When to use the property manager approval
Use property manager approval when:
The invoice amount or coding looks unusual
There are additional costs that may need PM confirmation
The invoice relates to a property-specific context (e.g., body corporate notices, recurring charges that changed)
Send an invoice for PM approval
Use these steps when accounts identify an invoice that needs PM review.
In Invoice Automate > Go to: Dashboard > Open the invoice that needs review
In the action bar, select Send for PM Approval
Confirm the invoice is now routed for PM action (it will exit the normal approval flow and appear as PM pending)
Find invoices pending PM approval
Once the invoice is open, the PM follows the same general review process used for other approvals.
In Invoice Automate > Go to: Dashboard > Select the invoice pending for property manager’s approval
Click the invoice from the list on the left to load it
Use the preview tools as needed:
Full screen (for easier reading)
Zoom in/Zoom out
Scroll and pan the invoice to confirm key fields
In the right‑hand panel, review and correct the pre-filled fields
Tip: Hover your mouse icon over the values and click to edit them.
Click Approve
(Optional) If working through multiple invoices, select Approve & Next to approve and move to the next invoice in the queue
After the PM selects Approve, the invoice returns to the normal processing flow and is synced with your trust accounting software.
If you encounter an issue with invoice approval, please use the Report An Issue button.
Delete the invoice
If the PM does not want to approve the invoice:
Select Delete Invoice
Note: Deleted invoices will be sent to the recycle bin. You can restore them within 90 days.