What Is an Invoice Workflow?

An invoice workflow determines who reviews and approves an invoice before it is sent to Accounts Payable.

Workflows are:

• Automatically applied during Brightflag’s AI processing

• Assigned based on your organization’s configured workflow rules

• Controlled at the organizational level by your Admin

If you have questions about:

• Why a specific workflow was applied

• How workflows are configured

• Changing workflow rules for your organization

Contact your Brightflag Admin.
If you are an Admin, contact Brightflag Support.

How to Edit the Workflow

1. Open the invoice from Menu → Invoices.

2. On the Invoice Review screen, locate the Workflow tile in the top-left panel.

3. Click the pencil icon (hover text: Edit Workflow).

4. The current workflow will open.

Here you can see:

• Each approval stage

• The reviewers assigned to each stage

• The order in which approvals must occur

Making Changes

You can:

• Click Add Reviewer to add a new reviewer to a stage

• Click Add Stage to insert a new approval stage

• Click the trash icon to remove a reviewer

Important Warning

🚨 Final Stage Restrictions

You cannot remove the final approval stage if the previous stage has already been approved.

If you need to replace the final approver:

1. Add a new approver (or re-add the same approver in a new stage).

2. Then remove the original final approver.

This ensures the invoice still has a valid final approval stage.