AppFolio Property Manager: Fix Invoice Approvals Stuck in Pending Status

Invoice approvals in AppFolio usually stay “Pending” because the invoice is not actually reaching the right approver, the approval rule is not being triggered, the invoice is missing required info, or a permission/workflow setting is blocking the final step. Check the approval rule, the approver assignment, the invoice status details, and whether the approver can approve for that property/entity. If everything looks correct, it’s often a stuck workflow item, a role permission mismatch, or a vendor/property configuration edge case that needs AppFolio support to clear.

 

Fast checks that fix most “Pending” approvals

 

• Open the invoice and find the approval panel/history. Confirm it shows who it is waiting on. If it says “No approver” or a person who left, the rule/assignment is wrong.
• Confirm the invoice is “Submitted for approval” (not just saved). Some users save a bill but never submit it into the approval workflow.
• Check required fields. Missing property, GL account, amount, invoice date, or vendor can prevent the workflow from completing even if it looks “pending.”
• Check the approval threshold. If the invoice amount is above a limit, it may require an additional approver level that no one is assigned to.
• Confirm the approver has access to that property/entity. If the approver’s role is limited to certain properties, they may see the task but be unable to approve.

 

Approval rule and routing problems (most common)

 

• Rule not triggering. Approval rules often depend on property, GL account, vendor, amount, or invoice type. If the invoice is coded differently than expected (wrong GL, wrong property), it routes incorrectly and sits pending.
• Approver is inactive or not a user anymore. If the assigned approver was deactivated, the workflow can stall.
• Parallel approvals. Some setups require multiple people. It stays pending until all required approvers act.

 

Permissions and “can’t complete approval” issues

 

• User role missing approval permission. The approver may be able to view invoices but not approve/post/pay.
• Accounting period or posting restrictions. If the invoice would post into a locked period, approval may not finalize.
• Bank account or payment setup missing. If the workflow expects a payment method/bank account that is not set for that property, it can block downstream steps.

 

Testing and validation (quick way to isolate the cause)

 

• Create a test invoice for the same vendor/property with a small amount and the expected GL. If it routes correctly, the stuck invoice is likely mis-coded or missing a field.
• Re-code the stuck invoice (property/GL) to match the rule, then re-submit for approval if your permissions allow.
• Have the approver check their task list and also search invoices by status “Pending Approval” in case it is not appearing in their dashboard widget.

 

If all requirements are met and it is still pending

 

• Unstick the workflow. If allowed, withdraw/cancel approval and re-submit. If not allowed, an admin should do it.
• Check for a hidden required approver level. Temporarily lower the threshold or add a backup approver to that level to confirm.
• Look for duplicates or vendor holds. Duplicate invoice detection or vendor compliance settings can silently block completion.
• Contact AppFolio support with the invoice ID and ask them to check the approval workflow queue and any system-side validation errors. This is appropriate when the invoice shows the correct approver, all fields are complete, permissions are correct, and re-submitting does not move it.