How to Edit an Invoice Workflow How to Edit an Invoice Workflow

How to Edit an Invoice Workflow

The invoice workflow determines the approval process for invoices. This guide explains how to add or remove approvers and review stages on an invoice.

📌 Key Actions Covered:
✔️ Adding or Removing Approvers
✔️ Adding or Removing Review Stages
✔️ Important Notes on Approval Sequences


🔹 How to Add an Approver to an Invoice

  1. Click the pencil icon (✏️) next to the Workflow section.
  2. Select "Add Reviewer."
  3. Choose the approver from the dropdown list.
  4. Click the ✔️ (tick icon) to confirm your selection.

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🔹 How to Remove an Approver from an Invoice

  1. Click the pencil icon (✏️) next to the Workflow section.
  2. Locate the approver you want to remove.
  3. Click the 🗑️ (trash icon) next to their name to delete them.

🔹 How to Add a Review Stage to an Invoice

  1. Click the pencil icon (✏️) next to the Workflow section.
  2. Select "Add Stage."
  3. Choose the approver for the new stage.
  4. Click the ✔️ (tick icon) to confirm the addition.

🔹 How to Remove a Review Stage from an Invoice

  1. Click the pencil icon (✏️) next to the Workflow section.
  2. Select the stage number you want to remove.
  3. Click the 🗑️ (trash icon) to delete the stage.

🔹 Important Notes and Warnings

🚨 Removing the Final Stage of an Invoice
If the final approval stage is removed and the previous stage has already been approved, the invoice may get stuck without a final approval action.

To prevent this:

  • Option 1: Add a new final stage to replace the removed one.
  • Option 2: Reset the previous stage to "Pending", allowing the approver(s) to re-approve the invoice.

🔄 Approval Sequences Matter:

  • The order of approval stages determines how the invoice is processed.
  • Each stage must be approved before moving to the next.
  • Removing or reordering stages can impact workflow efficiency.