Configuring Auto-invoice Processing (Admin Role)

Automating the approval or rejection of invoices will save you time and negate the need for human intervention. Additionally, your vendors will get paid sooner. You can configure auto-invoice processing for your Brightflag account if you have administrator access. 

⚠️ Important: Before making any changes, consult your Brightflag Customer Success Manager (CSM) to ensure proper setup.

Auto-Rejecting Invoices

1. Navigate to Auto-Invoice Processing:
   • Go to Menu > Admin Settings > Auto-Invoice Processing.
2. Click "Add Critical Flag."
3. Choose a Reject Flag from the dropdown menu.
4. Select the Associated Department:
   • Apply to a specific department or all departments.
5. Set the Associated Status to "Rejected."
6. Click "Add Critical Flag" to confirm.
7. Repeat these steps for any additional reject flags.

🔹 How it Works:

• When an invoice is submitted within the selected department and contains at least one critical reject flag, it will be automatically rejected.
• Vendors will receive a rejection notification in their portal, along with the logged rejection reasons.

⚠️ Note: If an invoice has both a Critical Reject Flag and a Critical Approve Flag, it will always be auto-rejected.

Auto-Approving Invoices with Flags

If certain invoices contain approval flags, you can configure Brightflag to auto-approve them under specific conditions.

How to Auto-Approve an Invoice with Flags:

1. Navigate to Auto-Invoice Processing:
   • Go to Menu > Admin Settings > Auto-Invoice Processing.
2. Ensure the "No Flags" toggle is disabled.
3. Click "Add Critical Flag."
4. Choose the relevant Approval Flag from the dropdown menu.
   • This adds the flag to your “Allow List.”
5. Select the Associated Department:
   • Apply to a specific department or all departments.
6. Set the Associated Status to "Approved."
7. Click "Add Critical Flag" to confirm.
8. (Optional) Set Invoice Approval Thresholds:
   • Click "Add Condition."
   • Select Department as the Auto Approval Condition Type.
   • Choose a specific department or all departments.
   • Set the Invoice Threshold (maximum invoice amount for auto-approval).
   • Click "Add Condition" to confirm.

🔹 How it Works:

• If an invoice contains at least one Critical Approve Flag, is within the designated department, and is below the set threshold, it will be auto-approved.
• If an invoice has both a Critical Reject Flag and a Critical Approve Flag, it will be auto-rejected.

✅ Once auto-approved, invoices will proceed to payment like any other approved invoice.

Auto-Approving Invoices Without Flags

You can configure Brightflag to auto-approve invoices that have no flags.

How to Auto-Approve an Invoice with No Flags:

1. Navigate to Auto-Invoice Processing:
   • Go to Menu > Admin Settings > Auto-Invoice Processing.
2. Enable the "No Flags" Toggle.

💡 Optional – Set Invoice Approval Thresholds by Department:
If you want to prevent high-value invoices from auto-approving, you can set an approval threshold:

3. Click "Add Condition."
4. Select the Auto Approval Condition Type:
   • The only available option is Department.
5. Select the Auto Approval Condition Value:
   • Choose a specific department or all departments.
6. Set the Invoice Threshold:
   • Define the maximum invoice amount that can be auto-approved.
7. Click "Add Condition" to confirm.

🔹 How it Works:

• If no flags are present, invoices will be automatically approved.
• If an invoice exceeds the set threshold, it will not be auto-approved and will require manual review.