Templates / Vendor invoices
Free template · Finance
Invoice approval workflow template
Each supplier bill becomes a ticket. Someone matches it to what was ordered, a manager approves it, and it's marked paid, so nothing is paid twice or paid late.
Free during the pilot · Change any field or step
The steps
- Match to order · ReceivedCheck the invoice against what was ordered.
- Approve · ApprovalA manager approves the payment.
- Paid · Paid (closed)Payment sent.
What your team tracks
- Vendor · Short text
- Invoice number · Short text
- Amount · Money
- Due on invoice · Date
- Approved by · Person
These stay on the ticket for your team; requesters don't see them on the form.
Vendor invoices
Your logo and colors go here
This one is for your team: there's no public form. Tickets are added by your staff or created on a schedule.
Who it's for
Owners who sign the checks
Approve bills in one list instead of digging through email.
Bookkeepers
A clear record of what was approved, by whom and when.
Multi-location businesses
Store invoices routed to the right approver.
Tips for using it
Email invoices straight in
Give the stack its own email address and have vendors send invoices there.
Sort by Due on invoice
See what's due this week first.
Record who approved
The Approved by field keeps the audit trail.
Remind before due dates
Due-date reminders nudge the approver a few days before a bill is due.
Questions
What is an invoice approval workflow?+
The steps a bill goes through before it's paid: received, matched to the order, approved, paid.
Can vendors email invoices directly?+
Yes. Each stack can have its own email address; attachments are saved on the ticket.
Does it pay the bill?+
No. It tracks approval. Pay through your bank or accounting software.
Learn more
- How-toHow to approve vendor invoices so nothing is paid twice or lateA simple invoice approval process: invoices emailed straight in, matched to the order, approved by a manager and marked paid, with due-date reminders.
- BlogStop using your inbox as a to-do list: turn request emails into tickets
- BlogShared inbox vs. ticketing system: which does a small business actually need?
- BlogReports that answer real questions, dashboards that build themselves, and a scorecard in your inbox every Monday
- FeatureEmail to ticketEach stack gets its own address. Emails become tickets, and replies stay on the same ticket.
- FeatureYour own fields, steps and rulesStacks with the fields, steps, rules and automatic emails each kind of work needs.
- FeatureAPI, webhooks and integrationsA public API, webhooks, Zapier and a connector for your own AI assistant.
See how it works, step by step
- Help articleTickets by emailGive a stack its own email address, so emails become tickets and replies become comments.
- Help articleDue-date remindersEmail the owner, requester or a location a few days before a ticket is due, on the day, or after it while it's still open.
- Help articleStep rules (requirements)Make sure the right information is filled in before a ticket moves on or closes, so your records and reports are complete.
More templates
Start with the vendor invoices template
Free while we build TicketStacker with a small group of businesses.