Invoices - Reviewing Crewmember Invoices

Admin and Payroll users can review, approve, flag, and reject crewmember invoices from the Operations Portal.

1. Open Crew Invoices

The Chronological List displays invoices by submission date, making it easy to review recently received invoices.

2. Find Invoices to Review

Use the status filters to choose which invoices you want to view:

Received — Newly submitted invoices waiting for review
Flagged — Invoices requiring additional attention or follow-up
Approved — Invoices that have been approved for payment
Rejected — Invoices returned to the crewmember for correction
In Payment — Invoices that have been submitted for payment

You can narrow the list further by searching for a crewmember or event, selecting a specific crewmember, or entering a date range.

3. Review an Invoice

Select an invoice to open its details.

Review the invoice for accuracy and completeness, including:

Crewmember
Production or event
Worked date or dates
Invoice amount
Hours, rates, and pay calculations
Description or additional details
Supporting documentation
Submission information

4. Take Action

After reviewing the invoice, select the appropriate action:

Approve — The invoice is correct and ready for payment.
Flag — The invoice requires additional review or follow-up before a decision can be made.
Reject — The crewmember needs to correct the invoice and resubmit it.

Add a note or explanation when prompted. When rejecting an invoice, provide enough information for the crewmember to understand what needs to be corrected.

View Invoices by Event

The Invoices By Event view provides a production-based overview of invoice activity. It can also be used to quickly identify crewmembers who have not yet submitted an invoice.

1. Open Invoices By Event

From Crew Invoices, select Invoices By Event.

Each event displays its eligible crewmembers along with the current status of each person's invoice.

2. Filter Crew by Invoice Status

Use the status filters to display:

All Crew — All eligible crewmembers
Not Received — Crewmembers who have not submitted an invoice
Received — Invoices waiting for review
Flagged — Invoices requiring additional attention
Approved — Invoices approved for payment
Rejected — Invoices returned for correction
In Payment — Invoices submitted for payment
Paid — Invoices that have been paid

3. Find Missing Invoices

Select Not Received to identify crewmembers who worked an eligible event but have not yet submitted an invoice.

For each crewmember, you can review information such as the:

Production
Worked date
Position
Invoice reminder history

When available, select Remind to send the crewmember a reminder to submit their invoice.

Event and Crew Organization

Events are displayed with the most recently completed events first.

Within each event, crewmembers with invoices marked Not Received are shown first so missing invoices are easy to identify. The remaining crewmembers are listed alphabetically.