Accessing and Approving Invoices in iLab

Access, review and approve invoices within Blue Services, powered by iLab.

Last Updated: June 2, 2025

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Principal Investigators and Cost Approvers tasked with reviewing and approving invoices are considered invoice owners and receive emails with PDF invoices or the option to log in and view the HTML version of an invoice. Invoices can also be accessed by selecting Invoices from the sidebar in iLab.

Zoom image: Figure 1 - Select Invoices from the left siderbar of the iLab landing page to view invoices. the ilab landing page with invoices highlighted in the sidebar.

Figure 1 - Select Invoices from the left siderbar of the iLab landing page to view invoices.

Invoice Window Layout

Zoom image: Figure 2 - The layout of the Invoices Window in iLab. the various sections of the invoices layout.

Figure 2 - The layout of the Invoices Window in iLab.

1. Filters

Displays filters for narrowing down invoices in the Invoices List. See Apply Filters for more information.

2. Invoices List

Displays all invoices or only invoices matching the selected filters.

Apply Filters

Invoices can be filtered on a wide variety of other attributes using the Filters panel. If the filter panel is not visible, click the Show Filters link. To use filters, click the filter category name or the adjacent arrow to expand it and click the checkbox next to the filter or filters to apply.

Zoom image: Figure 3 - The filter list of the Invoices Window in iLab. the list of filters for narrowing down invoice results.

Figure 3 - The filter list of the Invoices Window in iLab.

With the selections made, click Apply Filters and the Invoices List will refresh with invoices matching the selected criteria. To remove all filters, click Reset Filters.

View Invoice Information

Zoom image: Figure 4 - Viewing invoice information. the invoices list with various sections highlighted.

Figure 4 - Viewing invoice information.

1. Invoice Selection

Each invoice has a corresponding checkbox  to include or exclude the invoice from the current selection. Clicking the checkbox in the column header row  selects all invoices if none are selected, or clears the selection if any invoices are selected.

2. Invoice Attributes

Displays various attributes of the invoice.

Invoice Attribute Descriptions
Attribute Description
Created On The date the invoice was created.
Core The core that issued the invoice for services rendered.
Invoice Number The unique number assigned to the invoice.
Lab The lab that is responsible for payment of the invoice.
Owner The person responsible for this invoice within the lab.
Payment Numbers The various funds used to pay for charges on this invoice.
Price Types Each service is charged at a specific price type depending on the nature of the customer. This may be overwritten by the core administrator.
Total Cost Total amount charged on the invoice.
Past Due Reders to the number of days the payment is overdue from its original due date.
Status The status of the invoice. Either PaidÌý´Ç°ù Not Yet Paid.
Approval Status Certain institutions require that the lab formally approves the invoice. In these cases, the approval status is listed in this column. Otherwise, it shows Not Required.

3. View Invoice Details

Click the magnifying glass icon to view the corresponding invoice's details.

Zoom image: Figure 5 - An example of the invoice details display. an example of a single invoice's detail page.

Figure 5 - An example of the invoice details display.

Approve Invoices

When an invoice is ready to be reviewed, the invoice owners receive an email with a link to the web version of the invoice as well as an attached PDF of the invoice. To view the web version, click the link and log into an iLab account.

Zoom image: Figure 6 - An example of an emaill Invoice Owners receive when an invoice is ready for review. an example email of an invoice approval request.

Figure 6 - An example of an emaill Invoice Owners receive when an invoice is ready for review.

To approve an invoice, review the contents and click Click here to approve if everything is correct. The invoice automatically records who approved it and the time when it was approved.

Zoom image: Figure 7 - Click Click here to approve to approve an invoice after reviewing the information. generic placeholder.

Figure 7 - Click Click here to approve to approve an invoice after reviewing the information.

Modify Payment Information

The Invoice Items table displays the charges broken down by lab member. The invoice owner can review the charges and the payment assigned to a charge by clicking the dollar icon of the corresponding project details.

New payyment information can be added to those charges by:

  1. Clicking the checkbox of the corresponding individual charge.
  2. Selecting or entering new payment information.
  3. Pressing the save button.

All saved charges will be updated to the new payment information.

Zoom image: Figure 8 - Modifying payment information. a breakdown of modifying the payment. contains text that says "to update payment information, click the right of the charges then enter or select the correct payment information for the selected charges.".

Figure 8 - Modifying payment information.

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