Overview
Bill approvers let you route a bill to one or more people for sign-off before it can be approved for payment. Approvers don't need a JACK login to review or act on a bill.
Whether a bill requires approval and by whom- can be set per bill or pre-set by supplier through Supplier Rules. Refer to this article Supplier Rules & Bill Settings.
Assigning an Approver
While processing a bill, set one or more Bill Approvers.
Click Needs Approval.
JACK asks whether to send an email to the assigned approver(s) notifying them a bill needs their sign-off. Click Yes to send it.
ℹ️ If Supplier Rules require all assigned approvers to sign off, every listed approver must approve before the bill can move to Approved status.
The Approver's Experience
Approvers receive an email with a unique link. No JACK login is required.
Opening the emailed link, the approver can see:
The supplier name, reference number and other bill details entered during processing.
The PDF copy of the bill if uploaded.
A comments section, where they can read existing comments or add their own. This area also contains a history of the bill.
From there, the approver can:
Approve - Moves the bill into Approved for Payment status.
Reject - Prompts for a rejection reason.
Hold - Removes the bill from the list to be sync'd with your accounting software.
Rejecting a Bill
Click Reject.
Enter a reason (e.g. "Over the quoted amount, please reissue bill").
Click Send.
This emails the rejection reason to the supplier and moves the bill into Rejected status. Reason is recorded in the historical comments section of the Bill.
Comments & History
Every bill keeps a full comment and status history, including:
Comments added by anyone with access (builder, estimator, approver).
Status changes (e.g. moved to Needs Approval, Approved, Rejected).
Who approved or rejected the bill, and when.
💡 This gives you a full audit trail on a bill — useful if a bill is queried later and you need to see exactly what happened and who signed off.