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.
The invoice is ready to send to the client once finalised when the invoice number is added and the file locks for further edits. Finalising an invoice adds an invoice number and closes the invoice for any further editing,
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, 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”
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).
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
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”
See instructions for exporting the client facing invoice PDF file here: Step-by-Step > Customise and Print an Invoice