An Invoice Approval Workflow is a rule that tells Brightflag:
Who should review an invoice
In what order approvals should happen
When an invoice is uploaded, Brightflag automatically checks these rules and assigns the invoice to the correct reviewer(s).
⚙️ What Happens When an Invoice Is Uploaded?
1️⃣ Invoice is uploaded to Brightflag.
2️⃣ Brightflag evaluates workflows from highest to lowest priority.
3️⃣ The system checks whether all workflow conditions are met.
4️⃣ The first matching workflow is applied.
5️⃣ The invoice is assigned to the configured reviewer(s).
If no workflow matches → the invoice remains unassigned.
🧩 What Determines Whether a Workflow Applies?
A workflow must contain:
1️⃣ Workflow Conditions (Required)
At least one condition must be configured.
Common conditions include:
Invoice Amount (e.g., greater than $10,000)
Vendor (e.g., ABC LLP)
Department
Entity
Internal Matter Lead (IML)
Logic Rules
Default logic = AND (all conditions must be true)
OR logic can be configured for alternative matching
Example (AND logic):
Invoice Amount > $10,000
AND Vendor = ABC LLP
Both must match for the workflow to trigger.
2️⃣ Workflow Reviewers (Required)
Each workflow must specify at least one reviewer.
Reviewers can be:
A specific named user
A user role (e.g., Internal Matter Lead, Department Head)
Multiple reviewers can be included in a workflow.
3️⃣ Workflow Priority (Critical)
Workflows are ranked by priority.
Brightflag checks the highest priority first.
The system stops searching after the first match.
Lower-priority workflows are ignored once a match is found.
Incorrect priority setup is a common cause of routing issues.
🔐 Permissions
Only Admin Users can create Invoice Approval Workflows.