When to reject vs. write a note

Rejection is a strong action: it removes the document from everyone’s flow and requires the bookkeeper group to correct and re-submit it. Every approver who already acted on the document must act again from scratch.

Use rejection only when the problem cannot be fixed by editing the document or writing a note.

Reject when

• The document was sent to the wrong flow — it should go to a different approval group.
• You have not agreed the invoice with the supplier, or there is an active dispute.
• The invoice is a duplicate.
• The document should not be paid at all.
• You lack the access or rights to correct the data yourself, and the error is significant enough to require a restart.

Note

Data errors — wrong amounts, wrong supplier match, coding mistakes — can usually be fixed by editing the structured data directly in Nordflow. Reject only if you cannot make that edit yourself and the error is material.

Write a note when

• You have a question about a line item and want input from the bookkeeper group.
• You can see a small coding error that someone else can fix in place without restarting the flow.

Open the notes panel using the chat-bubble icon at the top of document details, type your message, and tag the relevant person with @. The tagged person receives a notification and can update the document without restarting the flow.

Tagging vs. forwarding

Tagging someone in a note only lets them act if they already have access to the document. Notes work well for the bookkeeper group, who always have access. If you need someone outside your normal circle — a manager, a budget holder — to review the document or give input, forward the document to their group instead. Forwarding gives them access; tagging alone does not.

Example

Instead of rejecting because an account looks wrong, write a note to the bookkeeper group: “Could you check the account on line 2?” They fix it without any flow restart.

Related: Reject a document · Reject a multi-line invoice · Forward a document