Approve quotes, invoices and POs before they go out
Your sign-off queue for quote sends, invoice issues and PO sends.
What this is for
The Approvals inbox is your internal sign-off queue. When your shop requires it, sending a quote, issuing an invoice, sending a purchase order, or a job variation waits here for a manager to approve before it goes ahead — a clear yes/no instead of chasing people.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
- Pending list
- Quote sends, invoice issues, PO sends and variations waiting for sign-off under the approval settings you switched on.
- Open record · Approve · Reject
- Check the detail, let it proceed, or send it back.
Before you start
- Approvals only appears in the sidebar once your shop requires sign-off: on quotes or invoices under Settings → Money → Quotes & invoices, or on purchase orders under Purchasing → Purchasing settings. With nothing switched on there is nothing to approve and the screen stays hidden.
Step by step
- 1
When an action needs sign-off, it is submitted for approval and lands in the Approvals inbox.
- 2
Open Approvals from the sidebar to see everything pending — quote sends, invoice issues, PO sends and variations.
- 3
Use Open record to check the detail, then click Approve to let it proceed or Reject to send it back.
Tips & gotchas
- Turn approval requirements on or off per action on Quotes & invoices and Purchasing settings — only what you switch on ever queues here. Who can approve a job variation is set on Quotes & invoices too.
- An invoice waiting for sign-off can also be approved from the job's page on Invoicing, where the button reads Approve and send to Xero (or QuickBooks or MYOB).
Related guides
Set how quotes and invoices workDocument numbers, the proof page, deposits, payment details, credit terms and who signs off what.Set how purchase orders are labelled, signed off and sentExpense categories, approval before an order goes out, cancellation emails and supplier bill syncing.Review & send the quoteCheck the totals and margin, then Email quote. It only shows as Sent once the email has gone.Manage your customersCustomer records with pricing groups, terms and history.Pull back or fix a proofTake back a proof you've sent, withdraw an approval, or clear one approved with changes.