> ## Documentation Index
> Fetch the complete documentation index at: https://help.owlery.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Set Up Invoice Auto Decision Rules

> Configure rules that automatically approve, dispute, or hold carrier invoices based on your freight audit requirements.

**Where to find it:** `Dashboard → Shipper Settings → Freight Audit and Pay`

Owlery can handle clear invoice decisions automatically. You set one default policy, then add carrier-specific rules only where your agreements differ.

<Note>
  Invoice Auto Decision Rules require **Bill Pay**. If you cannot edit the **Freight Audit and Pay** settings, contact [support@owlery.ai](mailto:support@owlery.ai).
</Note>

<Info>
  If your Enterprise account has subsidiary organizations, configure these rules separately for each subsidiary.
</Info>

## Set Up Default Rules

<Steps>
  <Step title="Open Freight Audit and Pay">
    Go to `Dashboard → Shipper Settings`. Select **Freight Audit and Pay**.
  </Step>

  <Step title="Turn On Invoice Auto Decision">
    Turn on the switch next to **Invoice Auto Decision**. Owlery saves this setting immediately.
  </Step>

  <Step title="Open the Rule Editor">
    Find **Invoice Auto Decision Rules** and click **Manage rules**. The editor shows an **Approve rule** and a **Dispute rule** under **Default for all carriers**.
  </Step>

  <Step title="Configure the Approve Rule">
    Turn on the **Approve rule**. Add a **Threshold** or select one or more conditions. Owlery only auto-approves an invoice when every configured approve check passes.
  </Step>

  <Step title="Configure the Dispute Rule">
    Turn on the **Dispute rule**. Add a **Threshold** or select one or more conditions. Any configured dispute check can trigger an auto-dispute.
  </Step>

  <Step title="Review and Save">
    Read the summary below each rule to confirm its behavior. Click **Save invoice auto decision settings**.
  </Step>
</Steps>

<Warning>
  Turning on a rule without a threshold or condition does not automate any decisions. Configure at least one check for each enabled rule.
</Warning>

## Choose Your Checks

You can configure the approve and dispute rules independently.

| Check                                 | Approve Rule                                                | Dispute Rule                                                   |
| ------------------------------------- | ----------------------------------------------------------- | -------------------------------------------------------------- |
| **Threshold**                         | The invoice difference is at or below the amount you enter. | The invoice difference is above the amount you enter.          |
| **POD on the load**                   | Every invoiced load has a proof of delivery (POD).          | At least one invoiced load is missing a POD.                   |
| **Awarded rate matches the ERP rate** | The awarded rate matches the rate recorded in your ERP.     | The awarded rate does not match the rate recorded in your ERP. |
| **Invoiced loads match orders**       | Every invoiced load traces back to an order.                | At least one invoiced load does not trace back to an order.    |

For **Threshold**, choose how Owlery compares the invoice total with the awarded rate:

* **Overage**: Counts only the amount billed above the awarded rate. An invoice billed below the awarded rate does not exceed this threshold.
* **Absolute difference**: Counts the full difference, whether the invoice is above or below the awarded rate.

<Note>
  If Owlery cannot verify the ERP rate or order link because the required data is unavailable, it keeps the invoice in **Needs Review** instead of auto-disputing it.
</Note>

## Understand the Decision Order

Owlery evaluates the rules in this order:

1. If any dispute check matches, Owlery moves the invoice to **Disputing**.
2. Otherwise, if every approve check passes, Owlery moves the invoice to **Approved**.
3. If neither rule applies, the invoice stays in **Needs Review**.

<Warning>
  The dispute rule wins when both rules match. Avoid overlapping thresholds unless that is the result you want. For example, an invoice $50 over the awarded rate matches both an approve threshold of $100 and a dispute threshold of \$25, so Owlery disputes it.
</Warning>

<Tip>
  To create a manual-review range, use a lower approve threshold and a higher dispute threshold. For example, approve differences up to $25 and dispute differences over $100. Invoices between those amounts stay in **Needs Review**.
</Tip>

## Add Carrier Overrides

Use an override when one carrier has different audit requirements. You can replace its approve rule, dispute rule, or both.

<Steps>
  <Step title="Select a Carrier">
    Under **Carrier overrides**, select a **Carrier integration** and click **Add override**.
  </Step>

  <Step title="Choose Which Rules to Replace">
    Turn on **Override approve rule**, **Override dispute rule**, or both. A rule you do not select continues to use the default.
  </Step>

  <Step title="Configure and Save the Override">
    Enable and configure each selected rule. Click **Save invoice auto decision settings**.
  </Step>
</Steps>

Each override replaces the entire selected rule for that carrier. It does not add individual checks to the default rule.

## What Happens After You Save

Owlery evaluates new and updated invoices automatically. It also periodically rechecks eligible recent invoices.

* Invoices that match the dispute rule move to **Disputing** with labels that explain the failed checks.
* Invoices that pass every approve check move to **Approved**.
* Auto-disputed invoices can move to **Approved** or back to **Needs Review** after the carrier corrects and resubmits them.
* Owlery does not override a dispute made by someone on your team.
* Owlery does not re-evaluate invoices that are already **Approved**, **Payment Created**, or **Paid**.

See [Invoices](/shippers/invoices) to review statuses, decision reasons, and carrier resubmissions.

To pause all automatic decisions without deleting your rules, turn off **Invoice Auto Decision** under **Freight Audit and Pay**.