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Qetaab/Help/Review & approvals

Review & approvals

Approve a draft

A draft entry waiting in the queue is posted, declined, or replaced by a manual entry — with the evidence beside each decision.

Who this is for
Owner, admin or bookkeeper. Viewers can read the queue but cannot approve.
Before you start
  • Drafts in the queue: rows sent with Queue for approval from Bank Import, AI suggestions, or requests from the business.
Availability
Available in the hosted app and the local build. AI-drafted suggestions require the AI service; nothing the AI drafts is posted without a person approving it.

Steps

  1. Open Approvals (under Today). The Review desk lists every pending draft; Find a draft and Source filter the list, and Clear filters resets it.
  2. Open a draft and read its source context, reasoning, account lines and amount.
  3. Choose Approve & post only after reviewing the draft, or Decline if it should not be recorded. Declined drafts post nothing.
  4. Create a manual entry opens the journal form with the draft’s details but leaves the original draft pending. Review that original after posting the replacement, and decline it, to avoid a duplicate.
  5. Requests from the business — for example a request to pay someone — show as their own cards with Open check writing, Mark done and Decline. Recently decided keeps what was handled.

What you should see

An approved draft becomes a posted entry with a number and moves to Recently decided; the pending count at the top of the Review desk falls.

If it goes wrong

If Approve & post is disabled, the draft is incomplete (no account) or your role cannot post. A refusal naming a period lock means the draft is dated inside a locked period.

What it looks like

The Approvals screen, Review desk. Filters read Find a draft and Source (All sources) with 2 shown, 2 pending. The left list shows two drafts: Staples — toner and copy paper, read from a receipt, and ADOBE CREATIVE CLD — monthly subscription, from a bank feed line. The right pane shows the Staples draft for $86.20 with a Source context box and account lines 6400 — Office Supplies debit 86.20 and 1000 — Cash — Operating credit 86.20.
A draft waiting in the Review desk of the sample company, with its lines and source context.

Related guides

Steps checked in the app on 2026-09-21. This guide describes how the software works; it is not accounting, tax or legal advice. Need a hand? Email support@qetaab.com.

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