Set up editing permissions for invoices

Yokoy lets you determine the users who can edit invoices. Depending on the user’s role and the status of the invoice, different users can make changes in invoice data:

Yokoy allows managers (line manager approver, cost object or tag approvers) to edit invoices that they receive for approval. However, some companies may not want managers to change any details on the invoices. Rather, they want them to only approve the invoice.

You can restrict invoices so that managers cannot edit any details of the invoice:

If you restrict invoice editing for managers, when they access an invoice, all fields on the invoice are grayed out:

The only actions available are Approve or Send back.

You may want to prevent users from making changes to the invoice data after it has been submitted for approval or review by the Finance team as it may have an impact on the data exported to the third-party system. For example, you may have set up your integration to send invoice data to the other system when the invoice is submitted rather than waiting for it to be approved and/or reviewed first.

With the Allow invoices only to be edited in New, Draft, or Needs revision status setting, you prevent all users from editing any data in invoices unless the invoice has one of these statuses:

When users view a submitted invoice, all fields are grayed out and cannot be edited unless they send the invoice back (Needs revision status) or the submitter recalls the invoice, if allowed.

To restrict invoice editing to specific invoice statuses: