Review, Approve and Send an Invoice
For admins and office staff · Updated 23 Sep 2026
An invoice moves in a set order: Draft, then In Review if your business reviews invoices, then Approved, then Sent. The one filled button at the top of the invoice is always its next step.
Turn Invoice Review On or Off
An admin sets this under Settings → The Business → Invoice Review, with the Review Every Invoice Before It Is Approved switch. On, every invoice is submitted for review before it can be approved. Off, a draft is approved straight away. Review is on until someone turns it off.
Approve It
- Check the lines and totals on the Invoice tab. They can be edited while the invoice is a draft or in review.
- With review on, choose Submit for Review. The reviewer approves it, or sends it back to draft with a note on what needs correcting, from the top of the invoice or its Review & Audit tab.
- To approve, choose the Approve button that shows the invoice's total. The approval is for that figure: if the invoice has changed since the page opened, Deployr refuses and asks you to check it again.
Once approved, the invoice's details and lines are locked (correcting an invoice).
Send It
- Choose Email Invoice. It opens with the customer's addresses on file. Add CCs, pick a template if you have one, and leave the PDF box ticked to include a download link. Sending moves the invoice to Sent.
- The email shows your bank details when your company record has them, and a Pay Online button when the invoice has a link under Payment Link on its Delivery & Payments tab.
- If you post the invoice or hand it over, choose More, then Mark as Sent (Not Emailed).
- To send it again, for example as a reminder, choose Email Invoice again. The status stays as it is. Every send is listed under Send History on the Delivery & Payments tab.
Anyone who can open an invoice can approve it, including whoever submitted it. Staff who aren't admins can email only addresses already in Deployr, such as a contact on the customer's record.
More in Invoices and Payments
- Raise an InvoiceThe ways to raise an invoice: from a finished job, from a quote, claim or agreement, for many finished jobs at once, or on a recurring schedule.
- Invoice Labour Hours Each WeekBill each customer's approved hours for a week as draft labour-only invoices, and close the jobs they finish in the same step.
- Record a Payment and See What's OverdueRecord payments so an invoice moves to Part Paid or Paid, and how Deployr decides an invoice is overdue.
- Take Card Payments With StripeSet up your business's own Stripe account so customers can pay invoices by card in the customer portal, and how those payments are recorded.
- Correct, Credit or Void an InvoiceWhat you can still change on an invoice at each stage, and when to send it back to draft, raise a credit note or void it.
- Connect Xero and Keep It in StepConnect your Xero organisation, choose whether records go across on their own, and what Deployr sends to Xero and brings back.