Invoice Processing

Stages

The board's columns. A stage is a label; the workflow decides when a invoice moves.

The workflow, step by step

Every step is a node in the template. Automatic steps run on their own. The highlighted ones park the invoice until a person acts.

1. 1Trigger
   Invoice arrivesUsually an email to the accounts inbox with a PDF attached.
2. 2Automatic
   Move to CheckingStage set to Checking.
3. 3Checklist
   Match the invoiceThe manual checks a person has to do before anyone approves a payment.Done → step 4
4. 4Branch
   Over $1,000?Small invoices skip the approval queue entirely.Needs approval → step 8 · Auto-approve → step 5
5. 5Automatic
   Ready to payWhere the auto-approved and approved paths rejoin.
6. 6Automatic
   Send remittanceEmail to the supplier: Remittance for invoice Invoice number.
7. 7Resolve
   Mark paidStage set to Paid.
8. 8Automatic
   Move to Awaiting ApprovalStage set to Awaiting Approval.
9. 9Approval
   Manager approves paymentApprove payment of {data.amount} to {data.supplier}?Approved → step 5 · Rejected → step 10
10. 10Automatic
    Query it with the supplierThe exception path. A disputed invoice is a conversation, not a dead end.
11. 11Wait
    Wait for the supplierParks until a reply arrives, up to 120 hours.Reply → step 8 · No reply in 120 hours → step 8

Automatic runs on its ownChecklist · Approval a personBranch a rule decides

What every invoice carries

Fields, the people involved, and one of the emails the workflow sends. Change any of it after you create the workspace.

Hi,

Invoice Invoice number for Amount has been scheduled for payment.

Thanks,
Accounts Payable