Skip to main content

Invoice Approval Email Templates

Chrome River INVOICE customers may choose from three HTML templates for four different types of Invoice approval emails, as well as Rush versions of each. These provide variations in formats that are well supported by the majority of email clients.

Email Template Types

Everything Approval Email (Default)

The default HTML Email Template provides comprehensive information about the invoice in a concise and easy-to-read format.

  • Subject: Contains the vendor name
  • Header: All the basic information provided on every invoice
  • Vendor
  • Address
  • Requester
  • Created By
  • Create Date
  • Invoice Number
  • Invoice Date
  • Invoice Amount
  • Amount Adjusted
  • Description
  • Locations
  • Tax information (if applicable)
  • Check Memo
  • Any User-Defined (UDA) Fields
  • Reason for Assignment: Shows approvers why they were assigned for approval, based on the description stored in the invoice's routing rule, and may list the specific line items. See Reason for Assignment Configuration, below.
  • Prior Approvers: Prior Approvers are listed if the invoice has been approved by at least one approver in the routing process. The list is ordered with the most recent approver at the top and includes the date of approval.
  • Accept/Return: Instructions and links for approving or returning an invoice. For more information on customizing the text and formatting in this section, see Configure Invoice Approval Email Templates.
  • Allocation Details: Displays complete details—including item notes and compliance warnings—for each active line item on the invoice record. If there are no active line items, this section is blank.
  • Allocation Summary: An overview of essential information for each line item, arranged by the matter or GL number to which they are allocated; matter allocations are listed before GL allocations. Line items that do not have a matter or GL allocation do not appear here.
  • Expense Summary: An overview of line-items, listed by Invoice Expense Type.
  • Invoice Notes: Displays compliance warnings and any notes entered by approvers.
  • Special Handling: Lists such details as check request, instructions, rush, park, hold payment, wire, separate check, overnight, FX processor and FX currency terms.
  • Footer/Header2: Footer is called "Header2" for the Online notification type.
  • Report ID

Medium Approval Email

This template contains the same content as the Everything Approval Email template, minus the Allocation Summary, Expense Summary, and Special Handling.

Lite Approval Email

This template contains the same content as the Everything Approval Email template, minus the Allocation Details, Invoice Notes, and Special Handling.

Notification Types

There are five different types of email notifications, each of which can be formatted using any of the three templates described above.

  • Default: Notifies users that an invoice has been assigned to them.
  • Additional Approver: Notifies users that they have been assigned as an additional approver on an invoice.
  • Return: Notifies users that an invoice has been returned to them.
  • Online: Notifies users that an invoice must be approved via Chrome River INVOICE online because it cannot be approved via email.
  • Online Return: Notifies users that an invoice has been returned to them and advises them they must log in to the application to approve or return the invoice. Used when a customer wants to require the approver to log in to the application.

Rush Requests

Each notification type listed above is also available in a "Rush" version for invoices that require immediate payment.

Reason for Assignment Configuration

By default, the text that appears as the Reason for Assignment is set via the Messages Admin Screen. Users with administrator privileges may customize this text.

For invoices that are assigned in parallel to multiple users due to different line-item attributes, your organization may choose to also display the numbers of the specific line items that triggered the assignment. If you wish to have this feature configured, contact us via the Chrome River Help Desk.

Was this article helpful?