NOTE! Potential bugs may mean that the information below is not accurate. Follow the status here.
Approval workflow: setup, roles, and permissions
| # | Question | Answer |
| 1 | Can you adjust the approval workflow per project? | Yes, under Project - Approval workflow |
| 2 | Who has permission to change the approval workflow for the project? | This is a permission under Administration-Groups/permissions-Module permissions-Approval workflow (under project) |
| 3 | What permission is required to create an approval workflow in Administration? | This is a permission under Administration-Groups/permissions-Administrative permissions-Approval workflow |
| 4 | Do you have to specify who is the site manager, operations manager, or another approving role on the project? | The role belongs to the project, not the person. The role needs to be linked to a person in the project's Contact list; otherwise, the invoice will not reach anyone for approval. You must have a full Next license and access to e-invoice. |
| 5 | Is final approval the same as cost center? | Yes, that is correct. Final approval is still linked to the cost center. |
| 6 | Is the finance administrator, who handles the invoice first, one of the approvers? | The finance administrator is the first step and is outside the approval workflow, but is still part of the chain. This role checks, codes, and manages the vendor and marks the invoice as ready for approval. Note that some customers do not have a finance administrator in their workflow; in those cases, the invoice goes directly to Approval 1 for processing. |
| 7 | Can you have two final approvers? | Final approval is given by an approval group at the cost center. If several people are members of the final approval group, it is first come, first served. Two people cannot approve the same invoice in the final approval step. |
| 8 | Can you assign a different cost center to projects that only the finance department should give final approval for? | Final approval is retrieved from the cost center, so the cost center's approval group determines this. So yes, absolutely! Create an approval group containing only the finance department employees and assign it to a cost center where you link the group to approval—all of this is done via Cost center under Finance in Settings. Then assign the relevant cost center to the project that should receive final approval from the finance department. |
| 9 | Does a project manager handle the entire invoice, or can the invoice be handled at the line level? | Yes, approval is now linked to the invoice line level. |
| 10 | If someone is sick, can the next approval step handle that approval? | Yes. Check Show all, select the lines on the invoice that should be handled, and then check Escalate approval. The approval level is then taken over. |
| 11 | Can I send the invoice back to a previous step in the approval chain? | Yes. Check Escalate approval and then Undo invoice approval. The previous approval is removed, and the invoice is displayed again for that person to handle. |
| 12 | Can you change the active approval workflow on a project if there are already invoices approved in step 1? | Yes, you can change the active approval workflow for a project even if there are invoices on the project that have already been approved in step 1. However, invoices that have already started the approval process retain their old approval workflow until they have been fully approved, so the change does not automatically affect invoices in progress. If you want such an invoice to follow the new approval workflow, you can remove the approval in step 1. The approval workflow is then reloaded, and the invoice receives the project's new active approval workflow. |
Approval limits and routing
| # | Question | Answer |
| 13 |
All invoices under SEK 50,000 must receive final approval from the project manager. Invoices over SEK 50,000 must receive final approval from the approver at the cost center. How do we set this up? |
Each role has its own approval limit. If the amount is within the limit, the role's approval is sufficient for the entire invoice; otherwise, the invoice proceeds to the next step. Create an approval workflow with the project manager at level 1 and specify SEK 50,000 as the approval limit. The project manager will then approve all invoices under SEK 50,000 all the way through. The others proceed to the final approver at the cost center. |
| 14 | Can the approval chain be based on the account used for coding (for example, one approver for overhead projects)? | No, not at the account level. However, you can set specific approval workflows per project. |
| 15 | Can you have shared approval at one step? | No, one person per role. The exception is final approval, where several people can be members of the group linked to the cost center. |
| 16 | If there are several supervisors on the same project, can only one of them approve? | You can only have one supervisor on the project. The supervisor specified on the project card is the one that applies. AO/variation-order supervisors do not apply. |
Absence, escalation, reminders, and overview
| # | Question | Answer |
| 17 | What does Escalate approval mean? | If a step is stalled (for example, due to absence), an approver further along in the workflow can check Escalate approval and take over the step. Note that if the approval needs to be undone, Escalate approval must also be checked then. Use escalation for unplanned stoppages/short-term absence. Use the substitute function for planned absence. |
| 18 | Is there a shortcut for reminding the person who has not approved? | No, you have to email them or contact them in another way. |
| 19 | Are invoices that are due highlighted in red? | Yes. Past-due invoices are marked with a red background in the invoice list. |
| 20 | Are there good filters for seeing what is pending for each person? | The Show all checkbox allows you to see all invoices where you are involved in an approval step on any line. If it is not checked, you only see invoices where it is your turn to take action. Filters and sorting work the same way as elsewhere in Next. |
| 21 | Who can assign a substitute? | Everyone can assign a substitute for themselves. To assign a substitute for another user, you need the administrative Approval workflow permission found under Administration - Groups/Permissions - Administrative permissions - Approval workflow |
Invoice processing, disputes, notes, and attachments
| # | Question | Answer |
| 22 | How are notes about a vendor invoice logged? | Double-clicking in the Notes column opens a notes window that shows Created by, Created, Modified by, and Modified, so it is possible to track who wrote what. |
| 23 | Is the Post-it note no longer available? | Not as a note, but as a field called Notes. |
| 24 | Can the project name be included when approving? | No, not currently (October 8, 2026). However, it is planned for development. |
| 25 | Can a project manager send only their lines to a colleague with a question and get the invoice back? | No. The easiest way is to email and ask from e-Invoice. |
| 26 | Can you contact a mobile user through e-Invoice? | No. A full license is required. |
| 27 | Can you manually attach an attachment to an invoice if the vendor omitted it? Can you add more attachments? | Yes. Below the invoice image, there is a tab called Attachments where you can upload attachments. Note that it will not be transferred to the accounting system or to Next Project. |
| 28 | Can you dispute an invoice without sending an email? | It works exactly as before. The Dispute button contains Mark as disputed; the invoice is then moved to canceled invoices without an email being sent. |
| 29 | Can the system reject invoices without a project number so that the vendor is notified? | No |
Interpretation at the line level
| # | Question | Answer |
| 30 | How is interpretation optimized to find the correct item? | First and foremost, items are retrieved from the price list selected for the vendor in the vendor register - "Advanced" - Price list |
| 31 | Who in the approval workflow can create order lines? | The role that has Create order lines preselected in the approval workflow for the relevant project. |
Preliminary cost
| # | Question | Answer |
| 32 | Is preliminary posting something I need to activate as an administrator? | No, Support helps with this; it is a system setting. |
| 33 | When is a preliminary posting displayed in the project? | When it is marked as Ready for approval. |
| 34 | Does the cost disappear in the intermediate stage between approved and transferred from the accounting system? | A preliminary posting (created internally) disappears when the invoice receives final approval and is replaced by a voucher. When the invoice has been posted in the accounting system and the integration has transferred the voucher to Next. |
| 35 | Can you invoice the preliminary lines? | No. |
| 36 | How does the preliminary posting affect profit recognition? | It is displayed in the Posted costs module and as a preliminary posting in the forecast, but it is not included in SVA and therefore is not displayed in the Posted costs total in the project overview. |
Accruals
| # | Question | Answer |
| 37 | Which integrations support accruals? | Visma Administration currently. The function must be activated. |
| 38 | Which account is used as the default for accruals? | The default account you want to use must be specified when you contact Next to activate the function. |
| 39 | Can you continue to code manually to 1790 as before? | Yes. |
| 40 | Can you accrue at the line level? | No. |
| 41 | How do you create an accrual? | Make sure that the function has been activated by Next and that you have communicated a default account. Specify the start and end dates for the accrual. It works the same way in Fortnox and Visma, and the number of periods is divided by month. We always send MONTHLY, so it is distributed over the number of months. Full months apply, so if you set, for example, the start date to 2026-10-15 and the end date to 2026-11-30, one month is complete and the other is not complete = 1 period. If you set 2026-10-15 to 2026-12-15, there are two complete months = 2 periods. |
VAT
| # | Question | Answer |
| 42 | Is construction VAT included under Add VAT coding? | Yes. The VAT type is set based on the VAT type on the vendor. |
| 43 | Will the VAT rules option be included in the new version? | It will be included automatically; you may need to activate the permission |
| 44 | How is it handled for a vendor that sometimes charges regular VAT and sometimes reverse charge? | The VAT type is set on the vendor card, under the Advanced tab, and controls the account automatically. You can use a different VAT type on an exceptional invoice. |
Licenses and users
| # | Question | Answer |
| 45 | Is a full license required to approve, or is a mobile user sufficient? | A full license is required. |
Integration and updates
| # | Question | Answer |
| 46 | Does the integration still run every 30 minutes? | Yes. |