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Bill stages

In Rever, every bill passes through a structured lifecycle to ensure accuracy, validation, compliance, and accountability. Understanding each stage helps users track progress, identify bottlenecks, and take corrective actions when necessary.

Stage 1: Draft​

  • A bill enters the Draft stage immediately after it is created in the system. This can happen via:
    • Manual creation (using the “Create Bill” option)
    • PDF upload (single or bulk)
    • Email ingestion (sent to the organization’s dedicated AP email ID)

Purpose:

  • Allows users to verify and correct details before the bill is reviewed or sent for approval.

Actions & Features in Draft:

  • Edit mandatory fields: Vendor Name, Invoice Number, Invoice Date, Amount, and Tax Details.
  • Add PO references if applicable.
  • OCR-extracted details can be reviewed and corrected here.
  • System performs duplicate detection automatically and flags potential duplicates.

Stage 2: Under Review​

  • After saving the Draft, the bill moves to Under Review.

Purpose:

  • Ensures validation of data and accuracy before entering the approval workflow.

Actions & Features in Under Review:

  • System checks:
    • All mandatory fields are completed
    • Duplicate invoices are flagged
    • OCR extraction accuracy is confirmed
  • Users can still make edits to correct mismatches or add missing information.
  • This stage acts as the last checkpoint before the bill enters the formal approval process.

Stage 3: Under Approval​

  • Once the bill passes review, it is routed into the Approval Workflow , where it is marked as Under Approval.

Purpose:

  • Ensures compliance and internal control by routing the bill through multi-level approvers.

Actions & Features in Under Approval:

  • Notifies all relevant approvers via dashboard alerts, email, and In-app notifications.
  • Approvers review the bill against Pos and Goods Confirmation
  • Approvers have two options:
    • Approve: The bill moves to the next level of approval (or final posting if this is the last approver).
    • Reject: The bill returns to the original creator (member user) with Rejected status for correction.
  • Supports delegation , where an alternate approver can handle approvals in the absence of the primary approver.
  • System tracks SLA timelines and auto-escalates overdue approvals.

Stage 4: Posted​

  • After all approvers confirm the bill, it moves to the Posted/Approved stage. (Posting stage if the Application is Integrated with QuickBooks Online)

Purpose:

  • Marks the bill as finalized and ready for payment.
  • Prevents further edits unless a reversal or credit note is initiated.

Actions & Features in Posted:

  • Bill becomes visible in the Posting tab for finance teams.
  • System logs all approvals, edits, and actions in the audit trail for compliance.
  • Can be used for reconciliation, reporting, and accounting purposes.

Rejected Bills​

  • If a bill is rejected at any approval level, it returns to the creator with the Rejected status.

Actions & Features for Rejected Bills:

  • AP users receive notifications about the rejection and reason code (e.g., price mismatch, missing GRN, incorrect vendor).
  • Users can correct errors and resubmit the bill, which restarts the approval workflow.
  • Export Option: Download the Selected Bills as CSV for internal review.

Rever Setup