How do invoices get routed for approval?
This article describes the logic behind how invoices are routed to certain users, as well as how to edit that workflow.
The logic behind "invoice workflows"
Invoices are routed through approval stages based on the Review Hierarchy and an Invoice Reviewer’s Authority Limit. The system is set up to check the Review Hierarchy first. If the Invoice Reviewer’s approval limit is met, the system will then route the invoice to the user’s Supervisor.
Once an invoice is Approved, the status will update to ‘Sent for Payment’ once the invoice approval file is sent to a Client’s AP system.
A Paid status will only appear if a client has opted to send this information back to our system via a data transfer.
How the workflow works
Invoices will route according to the Review Hierarchy tied to a matter.
If a Firm-Specific Review Hierarchy is set up, it will override the Default Review Hierarchy.
The Invoice Review Group can be set up by Role and/or specific user.
The below flow chart example is based on the following Review Hierarchy scenario:
Flow Chart:
Note: Firms cannot change a status to For Approval until all Critical Exceptions have been cleared.
How does the workflow know who to send the invoice to first?
By default, the invoice will be sent to the Level 1 Reviewer that is listed in the Review Hierarchy. See Workflow Manager page for further detail on how Super Admins can view/edit.
Firm Users and Matter Managers can also view by navigating to the Matter Profile>Matters Settings tab:
How do I set approval authority limit on a user's profile?
Only Super Admin Users have the rights to add and edit approval limits. If you’re in the standard client group you cannot edit the approval limit, but you can see approval limits.
To set an approval limit on a user profile:
- Log in and navigate to Utilities.
- Click on the Active User’s Name and click the Roles tab
- Scroll down to the Invoice Reviewer Permissions section and click Edit
- Select which Practice Area the user should be an Invoice Reviewer for and select their Invoice Authority Limit
- Click Save when finished.
6. For additional information, see User Manager
Give feedback on an invoice before final approval
Firms cannot edit an invoice once they’ve changed the status to For Approval, unless an Inquiry is created.
Invoice Reviewers have the option to reopen invoices lines to the Invoice Uploader for additional feedback prior to final approval - click here to see more information.