An invoice approval request can arrive with several attachments: an invoice, a purchase order, a receipt and a delivery note. When the reviewer needs all of them together, a single ordered PDF can make the request easier to follow.

FileStation's Merge PDF tool lets you combine those documents in your browser. The goal is a readable review copy with the right evidence in the right order. Keep the original records in your organization's usual storage and follow its finance process.

Decide what belongs in this approval pack

Gather the documents for one request and compare the supplier name, invoice reference and dates. Do this before merging: putting documents in one file does not establish that they belong to the same transaction.

For example, you could put the invoice first, its purchase order second and the delivery evidence after that. Use a different order if your finance team specifies one. Avoid combining unrelated suppliers simply because their files happen to be in the same downloads folder.

Combine the PDF attachments

Open the first PDF in Merge PDF. In the Pages tab, choose Add PDFs / Merge and select the supporting PDFs. The default append option adds their pages at the end. If you need a document between existing sections, the advanced page actions also offer insertion after the current page.

Look through the thumbnails and open pages large enough to inspect them. Drag a page's grip to reorder it. If dragging is inconvenient on your device, use Move earlier or Move later in the editor's page properties.

A photographed receipt needs to become a PDF first. Use Images to PDF, save the result and add it to the pack. Make sure the original photo is readable; turning it into a PDF will not recover a blurred date or amount.

Remove duplicates without losing useful evidence

Two pages with the same supplier logo are not necessarily duplicates. Check whether one is a credit note, a revised invoice or a second page of terms. Remove a page only after reviewing its content and deciding that it does not belong in the sharing copy.

Use Delete PDF pages or the editor's page controls for whole-page removal. This is not a way to redact a bank detail or other sensitive information inside a page. For that need, follow your organization's approved redaction procedure.

Save a review-ready copy

Export as a PDF document and use a filename your team recognizes, such as supplier-invoice-1042-approval-pack.pdf. Reopen the downloaded file and compare it with the source documents.

  • Are all required attachments present?
  • Are totals, references and small print readable?
  • Are pages correctly oriented and ordered?
  • Does the filename identify the right request?

If an email or portal has a file-size limit, follow the office PDF upload guide after you have assembled the correct pack.

Does merging check the invoice or approve payment?

No. FileStation organizes PDF pages; it does not validate invoice amounts, identify fraud, reconcile accounts or authorize payment. Your normal review and approval steps still apply. Keep digitally signed originals because editing may affect their signatures and other document features.

Can I make an approval pack for free?

The current PDF tools are free, with five guest downloads per browser and sign-in required afterwards when available. See plans and the guest allowance and account availability. Review the entire pack before exporting, then save it in your approved company storage before closing the editor.