Invoice Approval Workflow
Issue invoices, route them through a reviewer for approval, accept on-chain or fiat payment, sign off on receipt, and handle refunds — with a full audit trail at every status transition.
Who this is for
| Persona | Typical inbound |
|---|---|
| Taiwan VASP merchant | ”We need tax-compliant invoices in TWD with crypto payment and an e-invoice receipt.” |
| OTC desk | ”Each transaction is a one-off invoice with reviewer approval before we sign.” |
| B2B service provider | ”Net-30 invoices to enterprise clients, settled in stablecoin.” |
| Regulated payment service provider | ”We need a complete audit trail for every status change for compliance.” |
Not a fit if you only need lightweight one-shot payments without invoices (Accept crypto payments is simpler), if you need disbursements out rather than collections in (see Supplier payouts), or if your end customers create their own invoices (this is a merchant-creates-invoice flow).
What you can ship today
The Studio invoices module is a finance-team-facing flow that covers issuance, review, payment, sign-off, and refund. Every status transition writes an audit-trail entry that you can pull through the API.
| Surface | Role |
|---|---|
| Studio invoices module | Merchant-facing UI to create, approve, sign off, and refund invoices |
| Invoice API | REST endpoints for creating invoices, listing them with filters, getting a single invoice with its nested payment intent, updating before approval, approving or rejecting at the reviewer step, signing for receipt, refunding, pulling the audit log, and generating Taiwan e-invoice print payloads |
| InvoiceLog audit trail | Every transition records from_status, to_status, operator, typed metadata, and timestamp |
| Taiwan e-invoice integration | A dedicated endpoint returns a printable HTML payload for Taiwan tax-receipt generation, when the merchant has their own e-invoice provider account configured |
| Reviewer affordances | The Studio UI surfaces pending-approval banners and reviewer actions for assigned approvers |
How it works
1. Finance team creates an invoice in Studio (or via API):
line items, recipient, payment terms, currency, pay token,
chain. payment_terms = 0 means "due on receipt".
2. The invoice enters approval_pending. The assigned reviewer
opens it in Studio and either approves or rejects with a
reason.
3. On approval, the invoice transitions through pending_payment
into the payment lifecycle. The recipient pays on-chain;
KryptoGO's chain watchers detect the transfer.
4. AML risk scoring runs inline. Clean payments move toward
sweep and payout; flagged payments move into a compliance
review state until operations clears them.
5. The merchant signs to accept funds (post-AML). The invoice
completes, the payout to the merchant settles, and a final
audit-log entry is written.
6. Refunds (when needed) require a refund address, a refund
reason, and supporting attachments; the invoice transitions
into a dedicated refund lifecycle.Lifecycle states
The invoice lifecycle covers comprehensive states for approval, payment detection, AML scanning, compliance freeze, sweep, payout, refund, and terminal outcomes. Grouped at a high level:
| Phase | What it covers |
|---|---|
| Pre-payment | Pending payment, on-chain transaction detected, AML scanning in progress |
| Approval and review | Awaiting reviewer approval, approval rejected, compliance freeze for flagged payments |
| Settlement | On-chain sweep into the merchant’s pool, payout processing to the merchant, completion |
| Refund | Refund pending, refund processing, refunded |
| Terminal | Cancelled, expired |
Each state carries typed metadata in the audit log so that a downstream consumer can render a richer trail than the status string alone.
Custody model
Invoice settlement uses the same custody path as direct payment intents: funds land in your KryptoGO-managed receive address and can be swept, held, or off-ramped to fiat. See Custody Options for the full breakdown.
Compliance posture
The invoice flow inherits the platform’s regulated posture: Taiwan VASP, ISO 27001 and ISO 27701, SOC 2 Type II, Cure53 audit. Inline AML risk scoring runs on every payment with a configurable per-organisation policy; sanctions screening covers payer addresses; reviewer roles are governed by Studio’s role-based access control. Full detail at Compliance & Certifications.
Chains and tokens supported today
| Chain | Tokens |
|---|---|
| Arbitrum | USDC, USDT |
| Base | USDC, USDT |
| Optimism | USDC, USDT |
| Solana | USDC, USDT |
| Tron | USDT |
Invoices also support a fiat payment method, where the recipient pays into a registered bank account; this composes with the Crypto-to-bank off-ramp flow.
Typical integration timeline
| Path | Bucket |
|---|---|
| Use Studio’s invoices module out of the box, no code | Under one month — typically a few days once your organisation is provisioned and reviewer roles are assigned |
| Direct API integration for create, list, approve, refund | One to three months — finance-team workflows, audit-log consumption, and Taiwan e-invoice provider integration are the common time sinks |
| Full custom UI with all lifecycle states surfaced | One to three months — depends on how much of the audit-trail metadata you choose to expose |
Bucketed by the framework in Integration Timeline Framework.
Current scope
- The Studio invoices module is in production and used by Taiwan VASP merchants.
- Reviewer roles are governed by Studio’s role-based access control; the merchant assigns reviewer permissions to the right team members in Studio first.
- The invoice flow supports both crypto and fiat payment methods, the latter requiring a registered bank account.
- Refunds require one to ten supporting attachments.
- A bulk-approve UI for batch reviewer actions is on the near-term roadmap.
- Multi-organisation reviewer flows (one reviewer covering several organisations) are not surfaced today.
Talk to us
If you need an invoicing flow with reviewer approval and a complete audit trail for compliance, reach our partnerships team via the address on www.kryptogo.tw . For Taiwan VASP merchants, we will also walk through the e-invoice integration during scoping.
Where to go next
- Accept crypto payments — when an invoice is heavier than you need.
- Supplier payouts — for disbursements out rather than collections in.
- Crypto-to-bank off-ramp — to settle invoice proceeds in fiat.
- Compliance & Certifications — for the audit posture that backs the invoice lifecycle.