Configure Review Rules

To configure review rules in Better Invoice, open the invoice review settings and turn each rule on or off, adjust its thresholds, or build its watch list. A review rule is an automated check that runs against an invoice’s stored ConnectWise PSA data and raises a flag when something looks wrong — a below-cost line, a thin ticket note, or a keyword that should never reach a customer. Settings are tenant-wide, so a change applies to every invoice in your review queue.

Better Invoice review is a modern alternative to ConnectWise’s native Invoice Routing. It catches data problems automatically before an invoice goes out, and it pre-populates reviewer assignments from each invoice’s existing Invoice Routing list.

Open the review rule settings

The rule settings live behind the gear in the Flags header. You must be signed in — the gear is hidden for guest reviewers.

1. In the review inbox, open any invoice from the list.
2. In the Flags header, select the gear to open the settings.

Turn rules on or off

Each rule has its own switch. Most checks are on by default; the watch-list rules are off by default because their lists are specific to your business and start empty.

Rule	Default	Reference
Low profit margin	On	Low profit margin
Agreement invoice amount changed	On	Agreement amount changed
Ticket billed with no notes	On	Ticket billed with no notes
Insufficient ticket notes	On	Insufficient ticket notes
Credit memo has a positive total	On	Credit memo positive total
Non-billable time on invoice	On	Non-billable time
Stale time entries	On	Stale time entries
Flagged work type billed	Off	Flagged work type
No tax code on invoice	Off	No tax code
Product not marked taxable	Off	Product not taxable
Large expense	Off	Large expense
Keyword on the invoice	Off	Keyword on the invoice

To turn a rule on or off, find it in the settings list and turn its switch on or off. The change applies to your whole tenant. For what each rule checks and why it matters, see the review rules reference.

Tune rule thresholds

Several rules expose numeric thresholds so you can match them to your billing. Each value below is the shipped default — set the number that fits your margin targets, note standards, and expense limits.

Setting	Rule	Default	Range / unit
Margin threshold	Low profit margin	20	0–100 %
Minimum line amount	Low profit margin	0	$
Minimum lines per hour	Insufficient ticket notes	6	lines per billable hour
Never flag above	Insufficient ticket notes	50	lines
Minimum billed amount	Insufficient ticket notes	0	$
Minimum hours	Non-billable time on invoice	2	hours (step 0.5)
Maximum age	Stale time entries	60	days
Threshold	Large expense	500	$

A few notes on the more nuanced values:

• Margin threshold flags any product line whose margin falls below this percent. Set it to 0 to flag only below-cost lines, which escalate to errors.
• Minimum lines per hour multiplies by the billable hours on a ticket. At the default 6, a 2-hour ticket needs at least 12 substantive note lines or it gets flagged.
• Never flag above exempts well-documented tickets. At the default 50, any ticket with 50 or more substantive note lines is never flagged for thin notes.

A substantive note line is a line at least 10 characters long that contains at least one letter or number. Blank lines, dividers, and bullet glyphs don’t count.

Build a flagged work-type watch list

Two rules watch ConnectWise work types: Flagged work type billed raises a flag when a watched type appears, and the Ticket billed with no notes and Insufficient ticket notes rules skip work types you list as ignored. Both use a multiselect that you populate from your ConnectWise work-type catalog.

1. In the settings list, find the rule with a work-type list — Flagged work type billed, Ticket billed with no notes, or Insufficient ticket notes.
2. Open its work-type selector.
3. Choose each work type to add — for example, Admin or Pre-Sales.
4. Close the selector to save.

Match against the canonical ConnectWise work-type name, not any display-rewritten label your template shows. Both rules read the invoice’s stored ConnectWise values, so the catalog names are what count. See Flagged work type for how matches are raised.

Build a keyword watch list

The Keyword on the invoice rule flags product descriptions and displayed ticket notes that contain words you’d rather a customer never sees. Unlike work types, keywords are free-form text — you type the terms rather than picking from a catalog.

1. In the settings list, find Keyword on the invoice and turn it on.
2. Open the Keywords field.
3. Enter each word and confirm it to add it as a tag.
4. Remove any tag you no longer want to match.

The list includes TODO and FIXME by default. Matching is a case-insensitive substring match, so temp matches “temporary.” The list holds up to 50 keywords. See Keyword on the invoice for the surfaces it scans.

You can also use the rule on purpose. When you leave a product description unfinished, drop in a placeholder like XXX or TBD, add that word to your keyword list, and review flags any invoice that still contains it before it goes out.

Changes re-evaluate every review instantly

When you change a rule — turn it on or off, move a threshold, or edit a watch list — Better Invoice re-runs that rule across every existing review immediately. It works from each invoice’s stored ConnectWise data, so you don’t wait for the next inbox sweep, and you see new and cleared flags right away.

Because it reuses stored invoice data, a rule change costs effectively nothing against the ConnectWise API. The single-rule rescan touches only the rule you changed and leaves every other flag — including ones reviewers have already marked OK — untouched. A flag a reviewer dismissed stays dismissed as long as the underlying issue still fires.

For the full list of checks, their severities, and what each flag means on the invoice, see the review rules reference and understanding flags.