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Manage approved bills

Required role: AP processor
Required permission: Process Bills, Edit bills post-approval

After a bill is approved, you may need to pause a payment or make minor corrections before it is processed. You can hold a payment to stop it from proceeding and release it when ready, or edit specific fields while the bill is still in Pending payment.

Applicable bill statuses: Pending review, Pending approval, Pending AP action, Pending payment

Hold a payment

Holding a payment temporarily stops a bill from being paid while it is under review. This is useful when additional verification is needed, information is missing, or an issue must be resolved before payment can go ahead.

By holding a payment instead of deleting or disputing the bill, you keep the bill available for review while preventing it from moving forward. Bills on hold are not included in payment runs until the hold is released.

To hold payment on a bill, in Pending payment, you can either:

  • From the bill listing, click the 3-dot menu on the right and select Hold payment.
  • Open the bill, click the 3-dot menu in the top right, select Hold payment, enter a reason, and click Confirm.
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The bill is marked as on hold and remains in the bill list until the hold is released.

Release a hold

To release the bill for payment, you can go to the bill listing in All bills and do one of the following:

  1. Click the hold payment icon on the left. Then click Unmark the invoice.
  2. Click the 3-dot icon on the right and click Release hold.
  3. Click to open the bill. In the top left, click Hold payment > Release hold.
  4. When you release the hold, add a reason and then click Confirm.

Change an approved bill

If a bill needs minor updates after approval but before payment, AP processors can edit specific fields while the bill is in Pending payment. This is relevant to non PO-backed bills only. 

To edit an approved bill:

  1. Open the bill while it is in Pending payment.
    Tab and bill status show Pending payment. Click to open bill.
  2. Hover over the bill header or bill lines until you see Edit.
  3. Select Edit.
  4. Update the fields that are available for changes after approval. These depend on your account and ERP integration settings.
  5. Review the summary, then confirm your changes.

Once the bill payment is processed or the ERP sync status has changed to complete, the fields can no longer be changed.

View what changed

Tipalti records edits after approval in the bill’s audit history. To view, click Activity on the right, and then click Audit. 

image (18).png

Common questions

When should I hold a payment instead of disputing or deleting a bill?

Hold a payment when the bill is valid but requires additional review or clarification before payment. Dispute or delete a bill when it is incorrect or invalid.

Can I release a hold at any time?

Yes. You can release a hold whenever the issue is resolved. After release, the bill continues through the normal payment process.

What happens if the posting period is closed in my ERP?

When you change a bill after approval, Tipalti sends the updated details to your ERP. This is supported for integrations such as NetSuite 2.0 and Intacct.

If the posting period is closed, what happens next depends on your integration settings:

  • Do not allow: The update does not go through.
  • First open period: The update does not go through, and Tipalti creates a new version of the bill in the first open period.
  • Current period: The update does not go through, and Tipalti creates a new version of the bill in the current period.
What fields can I edit after approval?

The fields available for editing depend on your account setup and ERP integration. Open the bill in Pending payment and hover over the header or bill lines to see which fields are editable.