In WorkBook an automated invoice approval process can be configured to send notifications to selected users for their approval.
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.
Finalising an invoice adds an invoice number and closes the invoice for any further editing.
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INTERNAL APPROVAL
When you are ready to submit your invoice for approval, go to the invoice status and change it to “for approval”
This will lock the invoice for further editing. To make further changes to the invoice, the status must be changed back to “under preparation”
The “for approval” status will send a notification to the relevant person/s WorkBook inbox to alert them that an invoice is awaiting their approval
Once the invoice has been through the approval process, the status of the invoice will change to “approved internally”
Only when the invoice status says “approved internally” should the invoice be finalised and sent to the client.
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 send.
Go to the header tab
Click the finalise invoice button
WorkBook will raise a question, asking do you wish to continue finalising the invoice
Click yes to continue
Once the invoice is finalised, it will be given an invoice number
And the invoice status will automatically change to “invoiced”
