Invoice Delegation

This guide provides a comprehensive overview of Brightflag's Invoice Delegation feature, designed to enable Admin users to delegate invoice approval responsibilities during absences, such as vacations or sick leave.

How It Works

Assigning a Delegate

Admin users can assign a delegate via the User Management page by following these steps:

1. Navigate to the User Management page.
2. Select the user requiring delegation.
3. Choose a delegate from the list of eligible users.
4. Specify the start and end dates for the delegation period.
5. Save changes to confirm.

Note: Admins can only select delegates with the same or higher approval limits.

Delegate Permissions

Delegates gain the following permissions:

• View and act on their own invoices.
• Access and approve/reject invoices assigned to them, based on their approval limits.
• Approval/rejection actions are logged for transparency on the Invoice Analysis page.

Email Notifications

Notifications are automatically sent in the following scenarios:

• When a delegate is assigned.
• If the delegation period is updated.
• For new pending invoices assigned to the delegate.

Sample Email:
"You have been delegated to review invoices on behalf of Joe Bloggs for the period 04 - 10 Oct 2024."

Preventing Delegate Conflicts

• A delegate cannot be assigned to a user if they are already delegated for another period.
• Error Message: If a conflict arises, an error will block the action.

Can the original user approve invoices during the delegation period?

No. During this period, the delegate assumes all approval responsibilities.