Why the bill stays pending
Approved by me in ApprovalMax describes your decision. A later approval step can still be active, leaving the linked NetSuite bill Pending Approval.
In this example, Alex Morgan has completed Approval step 1. Approval step 2 is active with two undecided approvers and an Any of condition. One positive approval can complete that step. Nudging the approvers asks them to act; it does not make their decision.
Before you start
Confirm whether your organisation uses native approval, ApprovalMax, or both for this bill. The integration and workflow determine how external decisions affect the native Approval Status.
You need access to the native bill and the matching ApprovalMax request, including its workflow and audit trail. Confirm the integration's transaction link or external identifier. Matching the vendor, reference and amount helps cross-check the records, but does not establish the link by itself.
The walkthrough starts with an existing, partially approved request. Its submission and first decision happened earlier. Alex is a participant who can use Nudge approvers, and the request is eligible for a nudge. Controls depend on your role and installed version.
The example uses bill INV-6851, vendor Cedar Communications, and amount 1,840.00 USD. Alex Morgan and Example Supply Co. are fictional example identities. This walkthrough does not establish when the native bill was created or synchronized.
01 · Check the native bill
Open the bill from Bills, if that list is available in your role, or use your account’s transaction search. Check the reference, vendor and amount. Its header and Approval Status field both show Pending Approval.
Keep the native approval unchanged while diagnosing this route unless your administrator confirms that a direct native approval is part of the intended process. A native approval may follow a separate workflow and leave the external request unresolved.
02 · Find the unfinished step
Use the integration link or external identifier to select the matching request in ApprovalMax's All requests view. Cross-check INV-6851, Cedar Communications, the currency and 1,840.00. The participant badge shows Approved by me.
Scroll to Approval workflow. Step 1 is complete. Step 2 is Active, and Approval condition: Any of appears underneath. In this displayed Any of configuration, one positive decision can satisfy the step. Both signatures are not required.
Read the Audit trail. It records submission, Alex's approval in step 1, and advancement to step 2. It does not record a completed second step or a closed request at this point.
03 · Nudge the current approvers
Return to the request header. Nudge approvers is available, and its subtitle says two approvers have not made a decision. Click it once.
Wait for We have nudged 2 approvers and the disabled countdown until the next ping action. The acknowledgement confirms that ApprovalMax accepted the nudge. It does not prove email delivery, a reply or final approval.
This request shows a 24-hour countdown before another nudge is available. ApprovalMax’s documented rules also apply a 24-hour interval after certain request events, including creation, restart or review. See ApprovalMax's nudge documentation for its roles, eligible states and timing rules.
04 · Verify the immediate result
Check the workflow again. Approval step 2 remains active with Any of immediately after the nudge.
Reopen the native bill. Approval Status still shows Pending Approval. Wait for the required external decision. This walkthrough stops before final approval and any later integration update.
Common questions
Does Approved by me mean the whole request is approved?
Approved by me records your approval action. Check the workflow and audit trail for remaining steps and the request’s final status. Another active step can remain after your decision.
Do both approvers have to approve an Any of step?
One positive approval can complete the displayed Any of step. An All condition requires every approver in that step. Other sequential steps can still remain afterward.
Does a nudge approve the bill?
The nudge asks current undecided approvers to act. It does not decide for them. In this example the active step and native bill remain pending immediately after the acknowledgement.
Why is Nudge approvers disabled?
Check the countdown and request state. This example shows a 24-hour countdown after the nudge. If the control remains unavailable after the countdown, ask an organisation administrator or workflow owner to review eligibility and permissions.
What if every external step is complete but NetSuite is still pending?
Check that you are viewing the linked bill, then investigate the integration's update or sync result and any separate native approval workflow. This walkthrough does not demonstrate that later situation.