Invoice Approver Guide

Audience: Invoice Approver

Summary: This guide explains how to review, approve, and manage invoices in MineralTree using the New Invoice Approvals view.

Note: On July 14, 2026, the Invoice Approvals layout will be updated and the new Invoice Details view will become the default when approving invoices. This guide reflects the experience after the update. If your screen looks different before then, you are on the current version. For the new details view, see Invoice Details Overview.

Overview

The Invoice Approver role is designed for users who review and take action on invoices. You can approve or reject invoices directly in MineralTree or through email for a faster, on-the-go experience.

In this guide, you will learn how to:

Access your invoice approval queue
Review invoice details
Approve or reject invoices, one at a time or in bulk
Approve or reject from an email request
Use filters and sorting to prioritize your work
Read approval and invoice statuses in Approval History

Accessing the Invoice Approvals View

If Invoice Approver is your only role, you will land on the Invoice Approvals page when you log in.

If you have more than one role, select the checkmark icon in the top navigation bar (top right of the screen) to return to the Invoice Approvals view at any time.

Navigating the New Invoice Approvals View

The Invoice Approvals page includes:

Invoice list: All invoices assigned to you
Filters: Narrow results by vendor or invoice number
Sorting options: Reorder invoices based on amount, invoice date, or due date
Due date indicators: Highlight priority items
Action bar: Approve or reject invoices

Invoice Approvals list showing vendor name, invoice number, amount, invoice date, and due date columns, with an Approve button in the action bar.

Filters

Select the filter icon (the horizontal-lines icon in the column header) next to Vendor Name or Invoice Number to narrow your list. Filters match exact values, which helps you find a specific invoice or all invoices from one vendor quickly.

Filter menu open on the Invoice Number column, with an Equals condition and a Reset Filter button

Sorting

Select a column header to sort the list. You can sort by:

Amount
Invoice Number
Due Date

Sorting helps surface overdue or time-sensitive invoices first.

Reviewing Invoice Details

To review a single invoice, select its invoice number in the list. The invoice details page
opens.

The invoice details page includes:

Vendor information
Invoice number and date
Amount and due date
Line items and coding
Comments from other users

The details page has two main tabs:

Summary tab: header-level data such as invoice number, dates, currency, terms, and amount totals

Expenses / Items tab: line-level data, including the general ledger coding for each line

multi select.png — Invoice details Summary tab showing invoice number, invoice date, due date, currency, terms, and amount breakdown.

Screenshot 2026-04-10 at 2.06.04 PM.png — The Expenses/Items tab displays invoice line details and accounting coding information such as GL accounts, departments, classes, or other allocation values configured by your organization.

For a full walkthrough of this page, see the Invoice Details Overview article.

Reviewing multiple invoices in sequence

To page through several invoices without leaving the details view:

Select the checkboxes next to the invoices you want to review.
Select the dropdown arrow next to Approve, then choose Review.
Use the arrows at the top of the details page to move between the selected invoices.

Approve or Reject Invoices

Invoices can be directly approved or rejected from the invoice list screen. This workflow reduces the time required to move through individual invoice screens.

Select the checkboxes next to each invoice.
Choose Approve or Reject from the action bar.
Add a comment if you want to. A comment is optional when approving. When rejecting, add a clear note so the AP team knows why.
Select Confirm to submit.
A confirmation message appears after the action is submitted.

Approve Invoices confirmation dialog listing the selected invoices and amounts, with a comment field and a Confirm button.

Approving or Rejecting from an Email Request

When an invoice needs your approval, MineralTree sends an Invoice Approval Request email. The email includes a summary of the invoice: vendor name, invoice number, amount, invoice date, due date, and number of documents.

In the email, select Review.
A window opens in your browser with a copy of the invoice image, the approve and reject actions, and anyone else whose approval is still pending on that invoice.
Review the invoice, then select Approve or Reject.
A notes box will pop up. When rejecting, add a clear note for the AP team.
Submit.

Note: Approvals are completed in your browser, not inside the email itself.

Understanding Due Date Indicators

Color coding helps you prioritize:

Solid red: Invoice is overdue
Outlined red: the invoice is due within 3 days

Use these indicators to focus on urgent items first.

Comments and Collaboration

View comments left by other approvers or AP team members
Upon selecting Approve or Reject, you'll be prompted to add your own comments to provide context or explain a decision

Approval History

Use the Approval History tab to track past activity. From here you can:

Search by vendor name or invoice number
Sort by amount or approval date
View two separate status fields for each invoice:
- Approval Status (Approved or Rejected)
- Invoice Status (Paid, Unpaid, Draft)

Approval Status and Invoice Status are independent. An invoice can be Approved and still show as Unpaid or Draft, because approving an invoice is a separate step from paying it.

Approval History table showing vendor name, invoice number, amount, approve/reject date, Approval Status column with Approved and Rejected values, and Invoice Status column with Unpaid, Draft, and Paid values.

Best Practices for Invoice Approvers

Review overdue and soon-due invoices first, using the color-coded due date indicators.
Use filters to jump straight to a specific vendor or invoice number.
When rejecting, add a clear note so the AP team knows why and can follow up.

Frequently Asked Questions

Can I approve invoices from my phone or email without logging in? Yes. When you select Review in the approval request email, a window opens in your browser where you can approve or reject without logging in. You do not need to sign in to MineralTree first.

Is a comment required to approve or reject? A comment is optional. It is a good practice to add a note when rejecting so the AP team understands the reason.

What is the difference between Approved and Paid? Approved is your decision as an approver. Paid is a payment status that AP manages after approval. An invoice can be Approved but not yet Paid.

What happens after I reject an invoice? The AP team is notified that the invoice was rejected and can review your notes. Based on those notes, they may adjust the invoice and, if appropriate, resend it for approval. Whether a rejected invoice comes back to you is up to AP.

Can I recall an approval or rejection after I submit it? No. Once you submit your decision, it is final. If something needs to change, contact your AP team.

Does approving an invoice pay it? No. Approving moves the invoice forward in the workflow. Payment is handled separately by the AP team.