IMPORTANT! Potential bugs may mean that the information below is not accurate. Follow the status here.
Approval flow: setup, roles, and permissions
| # | Question | Answer |
| 1 | Can the approval flow be adjusted per project? | Yes, under Project - Approval flow |
| 2 | Who has permission to change the approval flow for the project? | This is a permission under Administration-Groups/Permissions-Module permissions-Approval flow (under project) |
| 3 | What permission is required to create an approval flow in Administration? | This is a permission under Administration-Groups/Permissions-Administrative permissions-Approval flow |
| 4 | Do you have to specify who is the site manager, works manager, or another approving role on the project? | The role belongs to the project, not the person. The role must be linked to a person in the project's Contact List; otherwise, the invoice will not reach any approver. 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 remains 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 flow, but is still part of the chain. The role checks, codes, and manages the vendor, and marks the invoice as ready for approval. Note: Some customers do not have a finance administrator in their flow; 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 on 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 at the final approval stage. |
| 8 | Can you assign a different cost center to projects that only the finance department should give final approval to? | 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 employees and add 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 add the relevant cost center to the project that should receive final approval from the finance employees. |
| 9 | Does a project manager handle the entire invoice, or can the invoice be handled at the line-item level? | Yes, approval is now linked to the line-item level on the invoice. |
| 10 | If a person 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. |
Approval limits and routing
| # | Question | Answer |
| 12 |
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 flow 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 remaining invoices proceed to the final approver at the cost center. |
| 13 | Can the approval chain be based on the account being coded (for example, one approver for overhead projects)? | No, not at the account level. However, you can set specific approval flows per project. |
| 14 | Can approval be shared at one step? | No, one person per role. Except for final approval, where multiple people can be members of the group linked to the cost center. |
| 15 | If there are multiple foremen on the same project, can only one approve? | You can only have one foreman on the project. The foreman on the project card is the one that applies. AO/change-order foremen do not apply. |
Absence, escalation, reminders, and overview
| # | Question | Answer |
| 16 | What does Escalate approval mean? | If a step is stalled, for example due to absence, an approver further along in the flow can check Escalate approval and take over the step. Note: If the approval needs to be undone, Escalate approval must also be checked then. Use escalation for unplanned stoppages/short-term absences. Use the substitute function for planned absences. |
| 17 | Is there a quick way to send a reminder to the person who has not approved? | No, you have to email them or contact them another way. |
| 18 | Are overdue invoices marked in red? | Yes. Past-due invoices are marked with a red background in the invoice list. |
| 19 | Are there good filters for seeing what is pending for each person? | The Show all checkbox lets you see all invoices where you are involved in an approval chain on any line. If it is not checked, you only see invoices where it is your turn to act. Filters and sorting work the same way as elsewhere in Next. |
| 20 | Who can specify a substitute? | Anyone can specify a substitute for themselves. To specify a substitute for another user, you need the administrative Approval flow permission, which you can find under Administration - Groups/Permissions - Administrative permissions - Approval flow |
Invoice processing, disputes, notes, and attachments
| # | Question | Answer |
| 21 | How are notes about a vendor invoice logged? | Double-clicking in the Notes column opens a note field that displays Created by, Created, Modified by, and Modified, making it possible to track who wrote what. |
| 22 | Is the Post-it note no longer available? | Not as a note, but as a field called Notes. |
| 23 | Can the project name be included when approving? | No, not at this time (October 8, 2026). However, it is planned for development. |
| 24 | Can a project manager send only their lines to a colleague for a question and get the invoice back? | No. The easiest option is to email and ask from e-Invoice. |
| 25 | Can you contact a mobile user through e-Invoice? | No. A full license is required. |
| 26 | Can you attach an attachment to an invoice yourself if the vendor missed it? Can you add more attachments? | Yes. There is a tab called Attachments below the invoice image, where you can upload attachments. |
| 27 | Can you dispute an invoice without sending an email? | It works exactly as before. The Dispute button includes Mark as disputed; the invoice is then moved to canceled invoices without an email being sent. |
| 28 | Can the system reject invoices without a project number so that the vendor is notified? | No |
Preliminary cost
| # | Question | Answer |
| 29 | Is preliminary posting something I need to activate as an administrator? | No, Support can help with this; it is a system setting. |
| 30 | When is a preliminary posting displayed in the project? | When it is marked as Ready for approval. |
| 31 | Does the cost disappear during the interim period between approval and transfer from the accounting system? | The 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. |
| 32 | Can the preliminary lines be invoiced? | No. |
| 33 | 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 is therefore not shown in the Posted costs total in the project overview. |
Accruals
| # | Question | Answer |
| 34 | Which integrations support accruals? | Visma Administration at present. The function must be activated. |
| 35 | Which account is used as the default for accruals? | The default account you want to use must be specified when contacting Next to activate the function. |
| 36 | Can we continue coding manually to 1790 as we do today? | Yes. |
VAT
| # | Question | Answer |
| 37 | Is construction VAT under Add VAT coding? | Yes. The VAT type is set based on the VAT type on the vendor. |
| 38 | Will the VAT rules option be included in the new version? | It will be included automatically; you may need to activate the permission |
| 39 | How is this handled for a vendor that sometimes charges regular VAT and sometimes reverse charge VAT? | The VAT type is set on the vendor card, under the Advanced tab, and automatically determines the account. You can use a different VAT type on an exceptional invoice. |
Licenses and users
| # | Question | Answer |
| 40 | Is a full license required to approve, or is a mobile user sufficient? | A full license is required. |
Integration and updates
| # | Question | Answer |
| 41 | Does the integration still run every 30 minutes? | Yes. |