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If you are designing an invoice authorization / approval workflow, these are useful role labels beyond Approval, Acknowledge, Report By, and Report To:
Invoice Authorization Roles
| Role / Label | Function |
|---|---|
| Prepared By | Creates or prepares the invoice |
| Submitted By | Formally submits the invoice for processing |
| Reviewed By | Checks the invoice for accuracy and completeness |
| Verified By | Confirms that the information/documents are valid |
| Validated By | Confirms compliance with requirements or rules |
| Checked By | Performs a procedural or administrative check |
| Acknowledged By | Confirms receipt or awareness of the invoice |
| Recommended By | Recommends approval without having final authority |
| Endorsed By | Formally supports or endorses the invoice |
| Approved By | Gives formal authorization |
| Authorized By | Grants authority for the transaction/payment |
| Certified By | Certifies that specified conditions have been satisfied |
| Confirmed By | Confirms a particular fact, amount, or transaction |
| Accepted By | Accepts the invoice or associated obligation |
| Received By | Confirms receipt of the invoice/goods/services |
| Processed By | Executes the administrative/accounting processing |
| Recorded By | Enters the transaction into the accounting system |
| Posted By | Posts the transaction to the accounting ledger |
| Audited By | Performs an audit or independent examination |
| Reviewed & Approved By | Combines review and authorization |
| Authorized for Payment By | Specifically authorizes payment |
| Paid By | Executes or records the payment |
| Reconciled By | Confirms the invoice against related records |
| Reported By | Submits or communicates the report/invoice |
| Reported To | Identifies the person/authority receiving the report |
| Escalated By | Refers an issue to a higher authority |
| Escalated To | Identifies the higher authority receiving the issue |
| Rejected By | Formally rejects the invoice |
| Returned By | Returns the invoice for correction or additional information |
| Cancelled By | Authorizes or records cancellation |
| Noted By | Records that the information has been noted |
| Acknowledged By | Confirms awareness/receipt without necessarily approving |
| Responsible Officer | Person responsible for the relevant process |
| Accountable Officer | Person ultimately accountable for the transaction |
| Authorized Signatory | Person legally/organizationally authorized to sign |
| Final Approver | Person with final approval authority |
A clean hierarchical workflow
Prepared By → Submitted By → Reviewed By → Verified By → Recommended By → Approved By → Authorized By → Processed By → Recorded/Posted By → Paid By → Reconciled By → Reported To
You can also distinguish the four concepts you mentioned more precisely:
- Approval = permission / authorization to proceed
- Acknowledgement = confirmation of receipt or awareness
- Report By = person responsible for submitting/reporting
- Report To = person or authority receiving the report
For a formal invoice document, I would use “Approved By,” “Acknowledged By,” “Reported By,” and “Reported To” rather than the nouns “Approval” and “Acknowledge.”
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