How to request and approve an invoice

Each Grant Toolbox instance is configured to meet your particular needs. This function will be enabled if you require applicants to upload an Invoice before their payment can be made.

Your payments are generally created at the time of approving the application. See How to set up payments if they haven't been created yet.

Your Grant Manager home page will show you all:

• Tentative and scheduled payments that have a payment date within the next 30 days.
• Payments that have had an invoice submitted.
• Payments that are ready to be paid.

Request an invoice

Open up the payment that is ready to be paid - it should have the Scheduled status.

Ensure that the payment amount is correct and equal to the payment that is about to be made.

If it isn't, see How to make adjustments to a payment amount.

Click the Request Invoice button.

The payment status will change to Pending Invoice.

You can also check to see what payments that are pending an invoice from your home page.

The primary contact on the application will receive an email letting them know that they need to upload an invoice and reminder emails until they submit it.

They will see the payment in the To Do list on their home page.

Once the applicant submits their invoice, the grant manager will receive an email letting them know it has been submitted.

It will appear again on the dashboard with the status of Invoice Submitted.

Request a revision to an invoice

If there is a problem with the invoice submitted such as incorrect details, you can request the applicant to fix it.

• Open the payment which should have the Invoice Submitted status.
• Set the revision due date
• Enter annotation mode, click on the Invoice field and create an annotation with details of what the applicant needs to change.
• Click the Request Revision button.

The primary contact on the application will receive an email letting them know revisions have been requested.

Approve a payment

Once you have checked that the invoice is correct, it is time to approve the payment.

Click the Approve button and the payment will move to the Ready to be paid status.