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Invoice Approval

MYBOS Invoice Approval helps building and facility teams email invoice lists, update invoice statuses in bulk, filter invoices by status and date, and generate invoice approval reports from one centralised platform.

 The Invoice Approval feature lets you email invoice lists from inside of the MYBOS platform, update invoice statuses to Pending, Under Review, or Approved, and generate invoice reports.

How to Bulk Update Invoice Status and Generate Reports

 

Step by Step Walkthrough

Step 1: Under the Building menu located on the left side, select Invoice Approval.
 

💡 Tip: Use this as a checklist to make sure you have processed your invoice e.g., Sent it to accounts/strata for payment action

Updating the Status of Invoices

The statuses of invoices can be updated there are three different options:
  • Pending - text of the status will show in black.
  • Under Review - text of the status will show in red.
  • Approved - text of the status will show in green.
Step 2:  To update the status of a single invoice, hover over the current status and select the dropdown to choose a new one. 
 
Screenshot 2026-09-07 165216
 
Step 3: To update in bulk you can either tick the invoices you wish to update or select all. Then you can select the status either Under Review or Approve.  
 
Screenshot 2026-09-07 165615
 

Filter Options in Invoice Approval

Within Invoice Approval you can select to view either Pending invoices or Approved invoices.
 
Under Pending invoices, you can filter by the different statuses:
  • All 
  • Pending 
  • Under Review
Within both Pending and Approved you have the date range filter where you can select the from and to date of invoices you wish to view.
 
 

Invoice Approval Workflow

❗If the Invoice Approved Email notification is turned on, all invoices from completed Cases and Maintenance Events will automatically be sent to the Approved tab. 

Step 1: Go to  Settings ➔ Email & Template Options ➔ Invoices
 
Step 2: Ensure there is at least one email entered into the Manager Notification field
 
Step 3: Toggle the Invoice Approved Email button depending on your workflow:
  • If ON ➔ when Cases/Maintenance Events are Completed, the Invoice will be automatically sent to tagged management emails and set to Approved
  • If OFF ➔ when Cases/Maintenance Events are Completed, invoice will be sent to Pending where you will need to manually Approve invoices.
 
 

Sending Invoices for Manual Approval

Step 1: Use the checkboxes to the left of each invoice to either send individual or bulk emails for further review by the Committee or team members. Click Send Email.
 
 
Step 2: In the pop up box, you can enter the following:
  • Send To: enter the email address of the person you need to send this to. 
  • Recently Sent To: if you have previously sent invoice report the list of email addresses will appear and you can tick to select this email. You can as well send to multiple recipients by ticking multiple emails in the Recently Sent To section.
  • Subject: enter the heading of the email.
  • Description: enter in the message for the email. 
  • Select Send.

When sending an email to a contact, you have to select the checkbox from the list of contacts under Recently Sent To. 

Screenshot 2026-09-07 165935
 
 

Generating the Invoice Approval Report

Step 1: In the Invoice Approval feature, select either Pending or Approved invoices. 
 

❗ To run the invoice approval report, please ensure you select the invoices you would like included. Tick all from the tick box at the top or individually select the invoices. 

Step 2: Once the desired invoices are selected, an excel icon will show. Click the icon to begin generating the report. 
 
Screenshot 2026-09-07 165723
 
From here you can also bulk email the invoices to another party by following the steps above.