How to Approve or Return an Invite from the Onboarding Manager

• The Approve/Reject Sending of New Vendor Invitations permission

Find Invites Waiting for You

1. Go to Onboarding Manager.
2. Click More Filters.
3. Set Invitation Approval to My Pending Only.
4. Apply the filter.

The list shows invites where you have a pending approval action. Their Current Step displays as Invitation Pending Approval.

Approve an Invite

1. Click ⋮ on the invite's row.
2. Click Approve Invite.
3. Enter an Approval Note (optional, up to 288 characters).
4. Click Approve Invite to confirm.

If more approval steps follow, the invite moves to the next approver. Once every step is approved, PaymentWorks sends the invite and the status changes to Invitation Approved & Sent.

Return an Invite to the Initiator

1. Click ⋮ on the invite's row.
2. Click Return to Initiator.
3. Enter a Reason for Return (required, up to 288 characters).
4. Click the confirm button.

Note: The confirm button stays disabled until you enter a reason.

The status changes to Invitation Rejected and the tracker turns red. Your decision and reason display in Approval History on the Invitation Detail tab.

Tip: Write a reason the initiator can act on, such as "Please add the department cost center to the description."

Know What the Initiator Can Do Next

After an invite is returned, the initiator can resend it with updated details or withdraw it. See How to Manage a Sent Invite.

Understand How Approval Steps Work

• Approval steps run in order. Each step must be approved before the next one starts.
• If your organization has no approval steps that apply to an invite, a setting on your account determines what happens. Either the invite sends automatically, or it stays in Invitation Pending Approval until someone approves it manually.

Note: Contact your PaymentWorks administrator if you are unsure how approval is set up for your organization.