In WorkBook an automated invoice approval process can be configured to send notifications to selected users for their approval.
If Whether your company has an invoice approval process in place or not, follow the steps below to will either approve the invoice or trigger the approval process. Finalising an invoice adds an invoice number and closes the invoice for any further editingOnce approved, the invoice must then be finalised before sending to the client.
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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.
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FINALISING THE INVOICE
Once the invoice has been approved, the invoice can be finalised. Depending on your agency, different people can be responsible for finalising the invoice e.g. it could be finance or it could go back to the project manager to finalise and sendAt finalisation an invoice number is assigned and the invoice will be locked for any further editing (the approval status cannot be changed once finalised).
The user or role responsible for invoice finalisation will depend on your agency process, e.g. this function may be restricted to finance only, or in some cases this may be the responsibility of the job’s project manager. Check with your system administrator if unsure of your process.
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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Once the invoice is finalised, it will be given an invoice number
And the invoice status will automatically change to “invoiced”
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See instructions for exporting the client facing invoice PDF file here: Invoice > Customise and Print an Invoice |
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