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Managing Documents and Approvals

How to use the Beam Machine document library and approval queue for uploads, sharing, review, approval, and rejection.

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Managing Documents and Approvals

This page shows you how to use the document library and approval queue to keep evidence, files, and controlled signoff in one place.

Product: Beam Machine
Module: Documents and Approvals
Role: Accountant, Admin, Reviewer, Approver, Audit-Support User
Difficulty: Beginner to Intermediate
Time: 10 minutes first read
Last Updated: 2026-03-10
Version: Current Beam Machine app build in this repo

Before You Start

  • You need access to Documents or Approvals.
  • You should know whether you are uploading a file, sharing a file, or approving a pending financial document.
  • Have the correct category and reason ready before you upload or reject anything.

What are Documents and Approvals?

On paper, this is your filing cabinet and approval tray. In Beam Machine, the document library stores files and metadata, while the approval queue controls invoice, bill, and credit-note signoff.

When do you use this?

Use these pages when:

  • you need to upload supporting files,
  • find a document again,
  • share or manage a stored file,
  • or approve or reject a pending financial item.

If documents are missing or approvals are weak, later review, audit support, and payment control get messy quickly.

Where do you find it?

Primary path: Documents -> Library and System -> Settings -> Approvals

Important routes:

  • /dashboard/documents
  • /dashboard/approvals

How to manage Documents and Approvals

To work in the document library

  1. Open Document Library.
  2. Search or filter by query, category, or status.
  3. Review title, file name, category, status, version, and owner.
  4. Upload a file when new support is required.
  5. Choose the correct category before saving.
  6. Share or delete only when you are sure the action is appropriate.

To work in the approval queue

  1. Open Approvals.
  2. Choose the relevant tab:
    • All
    • Invoices
    • Bills
    • Credit Notes
  3. Review document number, type, amount, threshold, status, and requested date.
  4. Click Approve if the request is acceptable.
  5. Click Reject only if you can give a clear reason.
  6. Enter the rejection reason if you reject the item.

āœ… Checkpoint: You should now have either a clean approval decision or a clear rejection reason that another user can understand later.

Common Questions & Issues

"I uploaded the file, but people still cannot find it"

Why this happens: Category, status, or search terms may be wrong, or the user is looking in the wrong entity context.

Fix: Recheck category and status, then search again with the active entity confirmed.

"I want to reject the approval, but I do not know what to write"

Why this happens: Rejection without a usable reason only creates more confusion.

Fix: State the real cause plainly, for example missing document support, wrong amount, wrong supplier, or threshold issue.

What's Next

Related Pages

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