Internal Comments

Add internal comments to invoices to collaborate with your team. Comments are private—vendors never see them.

Adding a comment

1. Open an invoice (click to expand or view details)
2. Scroll to the Activity section
3. Type your comment in the text box
4. Press Enter or click Post

Your comment appears in the invoice timeline along with status changes.

@Mentioning team members

Notify a colleague by mentioning them:

1. Type @ followed by their name
2. Select from the dropdown of team members
3. Post your comment

The mentioned user receives an email notification with a link to the invoice.

Example mentions

@Sarah please review this invoice amount
@Mike this is from the Chicago project
@Finance Team can someone verify the PO number?

Who can be mentioned

You can mention any team member in your company who has access to the invoice. This includes:

• Admins
• Reviewers
• Viewers (they can see but not respond)

Inbox restrictions apply—you can only mention users who can access the invoice’s inbox.

Comment notifications

When you’re mentioned in a comment:

1. You receive an email notification
2. The email includes:
   • Who mentioned you
   • The comment text
   • Invoice details
   • Direct link to the invoice

Activity timeline

Comments appear alongside status changes in the Activity section:

• Status changes — Shows who approved, rejected, or requested info
• Comments — Shows internal team discussion
• Timestamps — When each action occurred

The timeline is chronological, giving you a complete history of the invoice.

Editing comments

You can edit your own comments within 5 minutes of posting:

1. Find your comment in the timeline
2. Click the edit icon
3. Make your changes
4. Save

After 5 minutes, comments are locked for audit purposes.

Comment best practices

1. Be specific — Reference what you’re asking about
2. Use @mentions — Ensure the right person sees it
3. Keep it professional — Comments are part of the audit trail
4. Add context — Future reviewers will see this history

Comments in exports

When you export an Audit Trail, comments are included:

• Comment text
• Who posted it
• Timestamp
• @mentions are noted

This provides a complete record for compliance and auditing.

Comments vs. vendor communication

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