Workflows Explained (Client Article)

When an invoice is uploaded to Brightflag, an "Invoice Approval Workflow" is added to the invoice. The Invoice Approval Workflow determines who reviews/approves the invoice. The application of workflows to invoices is determined by their conditions and order of priority.

For example: Invoices above $10,000 will be assigned to Joe Bloggs for approval.

For steps on how to configure a new workflow, please click here: How To Create a Workflow

Elements of a Valid Workflow

1. Workflow Conditions 

Every workflow must contain Conditions. For example, the invoice must be above $10,000. 

If needed, you can add several conditions. For example, the invoice must be above $10,000 AND submitted by the law firm ABC LLP. 

Workflows are based on AND logic by default, meaning all conditions must be met for an invoice to fall into a Workflow. 

Workflows can also use OR logic, meaning only one of the conditions needs to be satisfied for the workflow to trigger.

For steps on how to add conditions to a workflow, please click here: Adding Conditions to a Workflow 

2. Workflow Reviewers 

Every workflow must specify who will review invoices that meet the conditions of that workflow. 

Reviewers can be specific people or user types (IML, Department Head, etc.) 

Multiple reviewers can be added to a workflow. 

For steps on how to add reviewers to a workflow, please click here: Adding Reviewers to a Workflow 

For steps on how to add reviewers to an invoice, please click here: Adding Reviewers to an Invoice

Workflow Priority

In Brightflag, when an invoice is processed, the system sequentially examines the workflows you've set up, starting with the top-priority workflow. It continues down the list until it finds a workflow that matches the invoice's conditions (such as vendor, gross total, department, etc.). The first matching workflow is then applied to that invoice.

 

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