Summary (TL;DR)
Users with Accounts Payable permissions can edit a Bill (including adding invoice attachments) only while the Bill is in a pending approval state or approved state without a payment tied to it. Once a Bill is fully approved and with a payment tied to it, it cannot be edited or deleted. Approved expense bills and approved credit card bills cannot be edired
Prerequisites
Required Permissions: You must be an Accounts Payable User, or have a custom permission granting access to Bills.
Prior Configuration: The Bill must be in Pending status, or in Approved status with no payment tied to it. Procurify locks an approved Bill once a payment is tied to the Bill. Approved expense Bills and approved credit card Bills are always locked.
How do I edit a pending Bill?
Navigate to Accounts Payable > Manage Bills.
Open your Pending queue.
Select the applicable Bill.
Locate the relevant line item and click the 3-dot options button.
Select Edit.
Make your changes — including adding invoice attachments — and click Save.
How do I fix an approved Bill?
Fixing an approved Bill returns the Bill to Draft status so you can edit the Bill. The Bill must go through approval again after you edit the Bill. You can only fix an approved Bill when no payment is tied to the Bill, and you cannot fix approved expense Bills or approved credit card Bills.
Navigate to Accounts Payable > Manage Bills.
Open the Approved queue.
Select the applicable Bill.
Click Fix. Procurify returns the Bill to Draft status.
Make your changes, including adding invoice attachments, and click Save.
Submit the Bill for approval.
Can I delete a Bill after fixing the Bill?
Yes. Once a fixed Bill returns to Draft status, you can delete the Bill. Take care before deleting a fixed Bill, because the Bill was previously approved and deleting the Bill removes the record from Procurify.
What happens after a Bill is approved?
Whether you can change an approved Bill depends on the Bill type and whether a payment is tied to the Bill.
Approved Bill | Can you fix and edit the Bill? | What happens |
Standard Bill with no payment tied to the Bill | Yes, with the Edit Approved Bills permission | The Bill returns to Draft status and must go through approval again. The Bill can also be deleted while in Draft status. |
Standard Bill with a payment tied to the Bill | No | Procurify locks the Bill. The Bill’s line items and attached invoices cannot be edited, and the Bill cannot be deleted. |
Expense Bill | No | Procurify locks the Bill. Approved expense Bills cannot be modified or deleted. |
Credit card Bill | No | Procurify locks the Bill. Approved credit card Bills cannot be modified or deleted. |
Procurify locks these Bills to preserve an accurate, auditable financial record.
Next Steps
After you fix and edit an approved Bill, the Bill routes through the approval workflow again. Once the Bill is fully approved, the Bill is ready for payment.
Keywords: Bill, Edit Bill, Fix Bill, Approved Bill, Pending Bill, Draft, Re-approval, Edit Approved Bills, Accounts Payable, Locked Bill, Payment, Expense Bill, Credit Card Bill, Delete Bill, Invoice Attachment, Manage Bills