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Whether your company has an invoice approval process in place or not, the steps below will either approve the invoice or trigger the approval process. Once approved, the invoice must then be finalised before sending to the client.
Refer to Variables > Invoicing to see how your system settings may impact who can approve and finalise invoices.
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INTERNAL APPROVAL
When you are ready to submit your invoice for approval,
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This will lock the invoice for further editing. To make further changes to the invoice, the status must be changed back to “under preparation”
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there are 2 ways to submit the invoice:
Option 1: From the Invoice Header
From the Invoice Header tab, click on the button ‘Approve Invoice’ from the toolbar to submit the invoice for approval.
If there is an active approval flow, the status will be changed to ‘For approval’ and will send a notification to the relevant person/s WorkBook inbox to alert them that an invoice is awaiting their approval.
If there is no active approval flow, the status will go straight to ‘Approved Internally’.
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Option 2: From the status menu
Locate the invoice status menu from the right-hand upper corner of the invoice.
Click to drop down the statuses and select “for approval”
If there is an active approval flow, the status will be changed to ‘For approval’ and will send a notification to the relevant person/s WorkBook inbox to alert them that an invoice is awaiting their approval approval.
If there is no active approval flow, the status will go straight to ‘Approved Internally’.
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With the status “for approval”, the invoice will be locked for further editing. To make further changes to the invoice, the status must be changed back to “under preparation”
You can bring the status back to “under preparation” by using the same status menu drop down from the right-hand upper corner;
Or you can cancel the approval by locating the button ‘Cancel approval’ under the Header tab.
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Once the invoice has been through the approval process, the status of the invoice will change to “approved internally”
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FINALISE INVOICE
Once the invoice has been approved, it can then be finalised and sent to the client. At finalisation an invoice number is assigned and the invoice will be locked for any further editing (the approval status cannot be changed once finalised).
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Go to the header tab
Click the finalise invoice button
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WorkBook will raise a question, asking do you wish to continue finalising the invoice
Click yes to continue
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