How to set up automated approval routing and approval workflows?

This article provides an overview of our approval workflow templates, designed to enhance and streamline your invoice processing procedures.

Our templates are categorized into two types: General Templates and Supplier-Based Templates. General templates are applicable across all suppliers and facilitate the automatic routing of every processed invoice for approval. In contrast, supplier-based templates are tailored for specific suppliers, ensuring customized handling of their invoices.

When both template types are configured, the supplier-based template automatically takes precedence over the general template for relevant invoices. Additionally, templates can be set to automatically approve certain transactions, a feature best used for routine invoices where manual approval can be bypassed.

How to create or edit an approval workflow templates:

1. Log In: Access your Envoice company account.

2. Navigate to Workflow Templates:

   • Go to Settings.
   • Select Purchases.
   • Choose Workflow Templates.

3. Create or Modify a Template:

   • Click Add new to create a new template.
   • Use the Edit pencil icon next to an existing template in the list to make changes.

4. Configure the Template:

   • Template Type: Select General for a template that applies to all suppliers or Supplier based for a template specific to one supplier.
   • Name: If creating a general template, provide a name to identify it easily later.
   • Supplier: For supplier-based templates, specify the supplier the template is intended for.
   • Contract No: (Optional) Enter a contract number that the template will apply to. This number must be present on the invoice post-extraction.
   • Reference Number: (Optional) Enter a payment reference number that must also be present on the invoice to match the template.
   • Automatic Approval: Check this box if you wish the designated approvers to automatically approve the invoices. Note that this bypasses manual review.
   • Apply Automatically: Opt this to have the template automatically applied to all invoices or just to those from the specified supplier. A supplier-based template set to apply automatically will override a general template.

5. Set Up Approval Workflow:

   • Add team members who will serve as approvers in the workflow.
   • Adjust the Order Number for each approver to determine the sequence of approval. Approvers with the same order number can approve simultaneously; all such simultaneous approvers must approve for the invoice to proceed to the next approval stage.
   • Establish Approval Limits for each approver, where necessary. For instance, if an invoice amount exceeds an approver’s limit, the system escalates it to the next approver with a sufficient limit. For instance, if approver A has a limit of $500 and approver B has a limit of $1000, then invoices under $500 are approved solely by approver A. If an invoice exceeds $500, approver B is also involved, and if the invoice surpasses the $1000 threshold, then approver C, who has a higher limit, must also be included.