Previously, once an invoice reached approval, there was no structured way to revise it. This feature introduces a governed process that allows authorized users to reopen invoices when legitimate changes are required, without compromising auditability.
Who Can Use This Feature
Access is strictly role-based and must be configured at the job title level.
How to Enable the Permission
Go to User Management
Select the appropriate Job Title
Navigate to Roles
Click Edit
Enable the Reopen Invoice role
Important:
Do not assign this role broadly. Reopening approved invoices affects financial records and workflow integrity, limiting access to users who genuinely need it.
How to Reopen an Invoice
Open an Approved Invoice
Click the Reopen button
Confirm the action
Once completed, the invoice is transitioned out of its approved state.
What Happens After Reopening
Invoice Status
Moves from Approved → Pending Approval
The approval workflow is fully reset
This means:
The invoice must go through the approval process again
Any prior approvals are effectively invalidated
Impact on Work Orders
Reopening an invoice also affects the associated work order:
If the work order was in Hard Completed status
It will automatically revert to Soft Completed
Why This Happens
An approved invoice implies finalized work.
Reopening that invoice signals that the work, and therefore billing, is no longer final.
Activity Tracking
All actions are logged for traceability:
The invoice activity will record the reopen event
This ensures a clear audit trail of who made the change and when
Key Constraints
Only users with the Reopen Invoice role can perform this action
Reopening resets the entire approval workflow
The linked work order status is automatically adjusted
All actions are recorded in activity logs