When a vendor submits an invoice, it lands in your Invoices page with a status of In Review. You can accept it, reject it, or send it back for changes.
Reviewing an invoice
Go to Invoices in the left sidebar and make sure you are on the Received view.
Find the invoice with a status of In Review and click to open it.
Check the events listed, line item costs, and any extras the vendor has added.
Open the Docs tab to review any attached receipts or supporting documents.
Accepting, rejecting, or requesting changes
The action buttons appear at the bottom of the invoice when it is In Review:
Accept — approves the invoice. Status moves to Accepted.
Reject — declines the invoice. Status moves to Rejected.
Change required — sends the invoice back to the vendor to revise. Status moves to Change required and the vendor can edit and resubmit.
Use the Comments tab to leave a note for the vendor when requesting changes, this helps them understand exactly what needs to be updated.
FAQ
Can I undo an acceptance after approving an invoice?
Can I undo an acceptance after approving an invoice?
No. Once an invoice is accepted, the status cannot be changed. If there is an issue with an accepted invoice, contact the vendor directly to resolve it outside of Vantage.
Can I add a comment when I reject an invoice?
Can I add a comment when I reject an invoice?
Yes. Use the Comments tab on the invoice to explain the reason for rejection. The vendor can see comments on their side.
What happens after I request changes?
What happens after I request changes?
The invoice goes back to the vendor with a status of Change Required. They can edit the invoice and resubmit. Once resubmitted, the status returns to In Review and you can review it again.