---
title: "Billing Approval Flow"
url: "https://epona-support.ardex.tech/en/article/transactions-copy"
language: "en"
last_updated: "2026-09-18T06:37:15.308Z"
---

# Billing Approval Flow

View and manage charges created for horses and contacts

Transactions follow a clear approval process to ensure accuracy and control before invoicing. Transactions can be approved for invoicing via Financials / Transactions or via the end of period client billing process.

![](https://cdn-assets.productfruits.com/df14b9b1-76a1-47ce-89a0-412e77b6e69c)

### Approving Transactions  
 

Transactions can be approved for invoicing **individually** or **in bulk**.

To approve multiple transactions at once:  
 

1.  Navigate to Financials / Transactions
2.  Select (tick) transactions from the list.
3.  Click **More** at top right
4.  Select **Bulk Approve**
5.  The transactions move from **Pending** to **Approved**
6.  The transactions become **locked for editing**
7.  The charges are considered reviewed and ready to be invoiced

![](https://cdn-assets.productfruits.com/2330c632-d5b4-45bf-85fb-69de27349f74)

###   
Unapproving Transactions  
 

Approved transactions can be reverted back to **Pending** if changes are required.

To do this in bulk:

1.  Select (tick) the approved transactions.
2.  Click **More** at top right
3.  Select **Bulk Un-approve**
4.  The Transactions become editable again
5.  The charges can be updated before being approved

## Automatic Approval During Invoicing  
 

When 'Pending' transactions are selected **during invoice creation** they are **automatically approved**

There will be a notification onscreen so the user knows they are invoicing an unapproved transaction

After invoice creation, those transactions move to the **Invoiced** status and client invoices can be sent  
 

![](https://cdn-assets.productfruits.com/f66882c1-0097-4476-8ac6-76cd3952d569)

![](https://cdn-assets.productfruits.com/d9a63e00-bd40-4a86-849d-ae09f4e4bb72)

* * *

## Key Rules to Remember

**Pending** = editable, not yet approved or invoiced.

**Approved** = locked, reviewed, and ready for invoicing.

**Invoiced** = charged to a contact, final.

**Cancelled** = removed and excluded from billing.  
 

This approval flow helps maintain billing accuracy, prevents accidental edits, and provides clear visibility across all transaction states.