Document details: layout overview
Opening a document from the overview takes you to document details. The page is divided into four regions.
Header
The top section shows the fields captured from the invoice — supplier, document type, document number, dates, total amount, payment type, bank details, and any linked order number. For most approvers these fields are read-only; the bookkeeper group populates them before the document reaches you.
Icon row (top right)
A row of small icons gives you access to:
| Icon | What it opens |
|---|---|
| Send email dialog | |
| History (clock) | Activity history for this document |
| Notes (chat bubble) | Notes panel for @mentions and questions |
| Help (question mark) | In-app knowledge base |
| ⋮ (three-dot menu) | Additional document actions (see below) |
The notes and email icons turn green when there is existing content — a note thread or a sent email — so you can spot conversations at a glance.
Three-dot menu (header)
The ⋮ menu on the header icon row contains:
- Import master data — pull in master data for this document
- Archive document — move the document to the archive
- Approve directly — skips the entire approval flow and approves immediately; only available to admins
- Change first approver rules — admins only; lets you edit first-approver rules and keywords from inside the document so you can set up rules on the go without leaving the current process; you can also view the document from here
- Pause document — puts the document on hold
Line table
Below the header, the line table shows the accounting lines for the invoice. Each line is tied to an account and any dimensions your organisation uses. At the bottom of the table, a balance row shows:
- Debit total and Credit total
- Deviation — the difference between them; should be
0,00 - Calculated VAT, Captured VAT (the VAT figure on the document), and any Deviation between them — so you can verify the VAT handling is correct
A non-zero Deviation means the lines do not reconcile and the document is not ready to approve.
PDF toolbar and PDF preview
The right half of the page shows the original PDF sent by the supplier. A toolbar sits above the PDF area with the following controls:
| Control | What it does |
|---|---|
| Zoom / loupe | Opens a magnifier on the document |
| Download PDF | Downloads the current PDF |
| Change layout | Swaps the PDF pane and the document-details pane to opposite sides |
| Enlarge document | Increases the amount of space the PDF occupies |
| Open in new window | Opens the PDF in a separate window; the window follows whichever document you are on |
| Rotate document | Rotates the PDF |
| Delete page | Deletes the current PDF page |
| ⋮ (three-dot menu) | Attach or split the PDF (see below) |
Three-dot menu (PDF toolbar)
The ⋮ menu on the PDF toolbar contains:
- Attach extra PDF — appends the pages of another PDF to the current document
- Split PDF — splits all pages into individual documents; the resulting documents keep the same header information as the original and are not re-processed through AI data capture
Approval flow line
A horizontal strip at the bottom of the page shows every step in the approval flow. The current step is highlighted; completed steps are marked; upcoming steps are shown in sequence. Hovering over a step reveals the members of that group and their action history.
Action buttons
Directly above the document footer, three buttons let you act on the document: reject (red), forward (blue), and approve (green check).
Related: Read the accounting lines and balance row · Reject a document