You are registered as an approver in your company. The approver role can be combined with other roles. The invoice has either been assigned to you through a workflow, sent to you directly by a requester or administrator, or you are a member of a team responsible for the approval.

You find all invoices waiting for your approval in the left-hand menu under Approvals. Click an invoice to open the invoice data, the digital document, and the current approval process.

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Check the invoice data and the digital document, then click Approve in the bottom right to confirm. Candis saves the approval and passes the invoice on to the next step in the approval process. If your approval is the final step, the invoice counts as fully approved and can be exported.

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Click Reject when you don't want to approve an invoice. Candis opens a window and asks you to enter a reason for the rejection. The reason appears in the history of the invoice so that other people can understand why it was rejected.

Tipp: Phrase the reason concretely, for example by pointing to an incorrect amount, a wrong cost center, or a missing attachment.

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In workflows, individual steps can have mandatory fields assigned to them, for example cost center, cost object, general ledger account, additional cost level, or tax code (available from Plus). When not all mandatory fields of your step are filled in, the step cannot be approved. Candis highlights the missing fields so that you can add the information directly. As soon as all mandatory fields are filled in, you can approve the invoice.

Note: Mandatory fields assigned to a later step can already be filled in during the current step. Once filled in, they can only be edited again when the corresponding step becomes active.
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Learn more about mandatory fields here.
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In workflows, steps can be configured with dynamic fields as approver, for example cost center owner, cost object owner, or invoice recipient (available in the Max plan). Candis determines the responsible person or team at runtime based on the invoice data.

When a dynamic field cannot be resolved — for example because no responsible person is assigned to the selected cost center — the workflow stops at this step. Candis displays a notice that the master data needs to be completed. As soon as the responsible person is added, the workflow continues.
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Learn more about dynamic fields here.
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In an approval step, not only individual Nutzer:innen but also teams can be assigned. When you are a member of a team assigned to a step, the invoice appears in your approval list as soon as the step becomes active. All team members with approval permission can approve the invoice — as soon as one person from the team approves, the step counts as completed.
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Learn more about teams here.
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An invoice can run through several approval steps with different approvers or teams. You see the current status in the approval overview at the bottom right of the invoice detail page. Each step shows its position in the process (for example, step 2/4) as well as the assigned Nutzer:innen, teams, or dynamic fields.

Candis marks the status of each step with a circle icon to the left of the step number:

A step only becomes active once all previous steps are completed. Candis notifies you by email as soon as it is your turn.
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When you are temporarily unavailable as an approver, you can set up a substitute. When you enter a time frame and a substituting person in your own profile, Candis automatically forwards open approvals to the substitute during this period. Absences appear for other Nutzer:innen as a small icon next to the profile picture, so that manual approval assignments also account for the substitute.
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Learn more about substitutes here.