When this article is for you
You're a tax advisor and the review queue is where you spend most of your TaxItEasy time. This article explains exactly how items reach the queue, what the three actions do, how filters and bulk operations work, and how to handle the common edge cases.
For the broader cockpit context (other panels besides the queue), see tax-advisor cockpit. For the bulk-approve flow specifically, see bulk approve up to 50 invoices. For the auto-reset behaviour when clients edit flagged invoices, see auto-reset on client edit.
How invoices reach the queue
Three sources push invoices into the queue. Knowing which source produced an item tells you what to look for:
1. New client upload
When a client uploads an invoice (web, mobile, email-forwarded, OAuth-synced), the per-invoice review policy decides whether it goes straight to your queue or is auto-approved.
Default policy: invoices over €500 require advisor review. Below that, auto-approved with the standard confidence-score-based flow.
The threshold is configurable per client. Open the client's Settings → Tax Advisor → Review policy to change:
- Always require advisor review (every invoice goes to your queue regardless of amount)
- Above threshold X (default €500)
- Never (your client handles everything themselves; your queue stays empty from this source)
Different clients can have different thresholds. A power-user freelancer might set "never"; a less-experienced SMB might set "always".
2. Auto-match needs review
The bank-transaction matching pipeline scores each match on four signals (reference 40 + amount 25 + date 20 + counterparty 15 = 100 max). The behaviour tiers:
- Score 90+ — silent auto-match. No queue entry. Trust the system.
- Score 70–89 — auto-matched but flagged for review. Lands in your queue with
Auto-matched, needs sanity-check. - Score 50–69 — suggestion only. Client confirms or rejects.
- Score below 50 — ignored.
The 70–89 band is the one that surfaces in your queue. The system auto-confirms (so books don't sit blocked), but you spot-check before period-close. This is why daily queue-clearing matters: an auto-matched-flagged invoice from yesterday will be in your books regardless of whether you review it; clearing the queue is the quality-control loop.
See how the matching pipeline works for the scoring details.
3. Re-submission after your flag
If you flagged an invoice for the client and they edited it, the invoice auto-resets to your queue with the status Re-submitted, needs re-review. The client doesn't have to ping you; the system pushes it back automatically.
See auto-reset on client edit for the exact trigger logic. Short version: any field-value change on the flagged invoice triggers the reset; comment-adds or document-views don't.
The queue shows a small "re-submitted" badge so you know this isn't a fresh upload — it's coming back from a previous flag. Open and see what the client changed; the changelog tab on the invoice shows the diff.
Three actions per item
Each queue item has the same three actions:
Approve
The invoice is marked reviewed, leaves the queue, and is finalised for the period. Use for: "looks right, nothing to flag."
Approval is reversible (Re-flag for me) within 24 hours; after that, you'd flag a fresh issue rather than un-approve. The audit log captures the approval with your user-ID + timestamp.
Flag with comment
Pick a flag template (see using flag templates for the 16 built-in ones) or type a custom message. The client gets a notification (email + in-app); the invoice stays in Pending advisor review until they fix and re-submit (which triggers auto-reset back to your queue).
Most advisors use flag templates for 80% of cases (consistent wording, faster) and custom comments for the tricky ones. The client sees the final comment text either way — they don't know if you used a template.
Snooze
Picks a date you choose. The item disappears from the active queue until that date, then comes back to the top. Use for:
- Waiting for a missing document the client said they'd send
- Asking a yes/no question on a side channel, then re-reviewing
- Period-end items you want to handle next week, not today
Snooze is per-item; you can mass-snooze a selection if needed.
Bulk operations
Bulk-approve handles up to 50 items at once. Useful for end-of-month catch-up where a client uploaded 30 routine receipts (Stripe, Hetzner, AWS) that you trust without per-item inspection. See bulk approve up to 50 invoices for the bulk-flow specifics.
Bulk-flag is not supported — flagging is per-invoice on purpose (different reasons, different comments, different client communication). If you find yourself wanting to bulk-flag 20 invoices for the same reason, what you actually want is a matching rule that catches that vendor / pattern before it reaches the queue.
Bulk-snooze is supported (same item-cap, same UX as bulk-approve).
Filtering and sorting
The filter bar above the queue supports:
- By client — show only one client's items. Useful when you're working through a client's books in a focused session.
- By age — oldest first. Prevents backlog; oldest items get most-stale and most-likely-to-bite-you.
- By amount — largest first. Prevents material errors; if you only have time for 10 items, do the 10 biggest.
- By status — new / re-submitted / snoozed. Re-submitted is often the highest-priority because the client expects fast turnaround.
- By type — invoice / receipt / statement. Some advisors handle statements separately because they need bank-reconciliation context.
Your filter preferences persist across sessions in the cockpit-side localStorage. Switching computers or browsers will reset them to defaults; the per-user backend persistence for filter preferences is on the backlog.
A combined filter ("Client X + amount > €1000 + status = re-submitted") is supported by chaining filters in the bar.
Daily workflow patterns
Different advisor profiles use the queue differently:
- Hands-on advisor with 5–10 clients: 30 minutes daily, queue empty by end of session. Reads every flagged comment carefully, custom-comments most flags.
- High-volume bookkeeper with 30+ clients: 2 hours daily, bulk-approves obvious items, custom-flags the unusual ones. Heavy use of templates.
- Light-touch advisor with mostly Free/Starter clients: weekly catch-up sessions, lots of approvals, minimal flagging (clients self-correct).
The queue accommodates all three patterns; the system doesn't push any particular workflow.
Edge cases
My queue exploded with 200 items overnight. A client probably did a bulk historical upload (e.g. importing last year's books). Talk to them about expected pace. As a one-off recovery: use the bulk-approve flow with a per-vendor filter (e.g. "approve all from Stripe at €100 or less") to clear the noise quickly. Subsequent normal uploads will follow the per-invoice review policy.
I approved an invoice by mistake. Open the invoice, click Re-flag for me (within 24 hours of the approval). It comes back to your queue with the previous flag history. After 24 hours the button isn't shown; flag fresh with a new comment instead.
A flagged invoice has been stuck for a week with no client response. In Settings → Notifications, enable "Remind me about stale flags". You get a weekly digest of items that haven't moved for 7+ days, with a one-click "remind client" action that re-pings them.
I want to approve everything from a vendor I trust. Create a matching rule that auto-categorises (and the auto-match pipeline at high confidence will auto-approve without queue). Your queue then only shows the exceptions. For a stronger version, raise the client's per-invoice review threshold so only high-value items reach the queue at all.
The queue is showing items from a client I revoked. Revoke is immediate but cached queue state can take a few seconds to refresh. Click the refresh icon at the top of the queue (or just reload the page). If items persist after a hard refresh, write to support — possible cache-invalidation bug.
Two advisors at the same firm both see the same queue item. Each advisor has their own queue, but for clients with multiple advisors invited, both queues show the same flag-pending items. First-action-wins: whoever approves first removes the item from the other's queue. The audit log shows who acted. For coordination, the convention "one lead advisor per client" minimises double-handling.
I want to filter by VAT period (e.g. show only Q1 items) — Use the period filter in combination with the invoice-date toggle. Default is upload-date; switch to invoice-date for tax-period semantics. See period-filtered bulk export for the deeper period-semantics explanation.
Empty queue — what now? Switch to the Period overview panel to see which clients are ready to file, or use Recent activity to scan for unusual patterns. An empty queue is the goal; treat the dashboard as a vital-signs monitor at that point.
Related
- Tax-advisor cockpit — what each panel does — the broader context
- Bulk approve up to 50 invoices — the bulk-flow specifics
- Using flag templates — the 16 built-in templates
- Auto-reset on client edit — what happens after you flag
- How the matching pipeline works — the auto-match source for queue items