User guide

The core flow is Upload → Approve → Pay → Confirm → Done. Someone captures a document; an approver reviews it; finance pays it and attaches the bank slip; your account team verifies the figures, confirms them, and exports them into your accounting software.

Because suppliers give credit terms, the invoice and its payment are tracked separately — a document is marked Done once both have been confirmed.

The bell (Alerts) tells you whenever something needs you. MyApprova routes and records documents — it isn't accounting software, so your account team still books the final entries in SQL Account or AutoCount.

1. New document (sidebar) → attach the invoice as a photo or PDF. You can add several pages — they count as one document.
2. MyApprova auto-reads the supplier, invoice number, date and amount. Always check the filled-in fields and correct anything misread before saving.
3. Press Submit — it routes to the right approver automatically.

If a similar invoice already exists you'll see a soft duplicate warning (dismissible). An e-Invoice? badge flags purchases that may need a Malaysian self-billed e-invoice — a reminder only.

1. Connect once: your name (bottom-left) → Notification settings → Connect Telegram, open the bot and press Start. One time per phone.
2. Snap & send a photo of a supplier invoice to the bot. It auto-reads the details, creates a draft, and shows Submit / Discard / Open in app. Tap Submit to send it for approval — without opening the app.
3. Wrong one? Discard it, or Open in app to fix a field first.

In more than one company? Send /companyto the bot to choose where your uploads go. If the amount couldn't be read from the photo, the bot asks you to add it in the app before submitting.

1. Open Approvals and review the document and the figures.
2. Approve, or Reject with a reason so the uploader can fix it and resubmit to you.
3. Several to clear? Tick them in the list and press Approve selected — each one still goes through the same checks as approving it individually.

You can never approve a document you uploaded yourself — it routes to someone else. Amounts above your company's threshold need a second approver. If you've linked Telegram, you can approve or reject straight from the bot.

Everything money-out happens on the Payments page:

1. Pay approved invoices: tick one or more approved supplier invoices, attach one bank slip, and add a note of what it covers. No balances or part-payments — one slip plus a note.
2. Record a direct payment: any expense paid directly (utilities, EPF/SOCSO/PCB, rental, loan repayment, audit fee, staff reimbursement…). Record it as already paid — attach the bank slip and pick the bank account it came from.
3. Payroll: enter the total net pay only (no per-employee figures) and attach the restricted detail file — only the account team can open it.

Direct payments at or above your company's review threshold are flagged for a director/admin to acknowledge after the fact — a check, not a gate.

1. To confirm: review the captured data. For supplier invoices, check the creditor code (auto-suggested, editable, required). Pick the Account (Dr) this posts to from your GL list (also required) — MyApprova suggests the closest match and shows the code's description so you can confirm it. Then Confirm.
2. When the suggested codes are already right, tick those items and press Confirm selected to clear them in one go — items still missing a code are confirmed individually. Payments batch the same way using your default bank GL.
3. The invoice and the payment are confirmed independently; the document is Done when both are. Credit/debit notes are done once confirmed (they have no payment).
4. Exports: download the CSV (or copy for SQL Account / AutoCount) and import it into your accounting software. Already-exported rows are skipped by default — tick re-export to include them.

An e-Invoice?badge reminds you which documents may need a self-billed e-invoice (foreign/imported, payments to individuals, commission). Issue those in MyInvois — it's a reminder, so verify against current LHDN rules.

1. Setup: set your company profile, choose an approver and 2-level threshold per document type, and pick your accounting software (this sets the export format).
2. Team: add members directly (with a temporary password they change on first login) or invite by link, assign roles, and choose who can upload. Roles apply only to this company.

New companies start on a 14-day free trial with all features; after it ends the company becomes read-only until it's on a paid plan.

• Operator — uploads and submits documents.
• Manager — approves documents.
• Finance — pays and records money out.
• Account team — confirms figures and exports to accounting.
• Admin — manages the company, members and settings.
• Viewer — read-only; sees documents from approved onward, with no actions.

Operators see only their own uploads; managers, finance, account and admins see all company documents. A user can belong to several companies and switch between them.

• Documents are kept for 7 years and become immutable once Done.
• MyApprova sends a gentle reminder (once, not daily nagging) when something sits too long: an approval pending 3+ days, an approved invoice unpaid 7+ days, a draft untouched 7+ days, or a direct payment awaiting review 3+ days.
• There's no hard delete — use Voidwith a reason. (An admin can void anytime; an uploader only before it's paid or confirmed.)
• Default currency is MYR; foreign amounts are captured and shown — your account team handles conversion.
• Each company's data is fully isolated.