Configuring Invoice Auto-Approval

    Invoice Auto-Approval allows you to approve assorted invoices automatically, based on your configuration. This is beneficial because it allows you to achieve operational cost reduction while securing the process and minimizing financial risks. You may use this in cases where certain type of Invoices do not need your attention.

    To use auto-approvals you must have at least one invoice attribute and one provider selected.

    Note: This feature is not available for Subscribers who already have a customized auto-approval process.

    How to access Auto-Approval:

    1. In the Service Automation Admin module, navigate to Invoices > Auto-Approval. The Invoice Auto-Approval page appears.

      Invoice Auto-Approval Page

    Auto-Approval Process Runs and Reporting

    The auto-approval process runs twice a day from Sunday - Friday, at 6:00am and 8:30pm EST; and runs once a day on Saturdays, at 8:30PM EST.

    While configuring auto-approval criteria you may send reports to specified recipients detailing which invoices were approved or rejected. These reports are sent shortly after the process runs are complete.

    Auto-Approval Configuration and Enablement

    Turning on the invoice auto-approval process happens in two parts:

    • Enable auto-approval: This feature launches the auto-approval process so it automatically runs for you. You may enable and disable auto-approval at any time.
    • Configure auto-approvals: This feature sets up the invoices you wish to auto-approve — first by date range, then by conditional criteria, and finally by providers. You may configure the auto-approvals first before enabling them, if desired. You may also disable the auto-approval process without losing your configurations.

    How to enable auto-approval to run:

    1. On the Invoice Auto-Approval page, check the Enable auto-approval box in the top-left corner.

    Enable the Invoice Auto-Approval Process

    Note: You may disable auto-approval at any time without losing your configurations.

    How to configure Auto-Approval:

    1. Under Step 1, define the date range of invoices for work orders. (Note: You can only select one date range for all invoices.)
      1. Next to When invoice, select either the Posted Date (the automatically generated date when the invoice is submitted), or the Invoice Date (the date the provider selects when creating the invoice).
      2. Next to is after, select the desired date from the date picker, or enter a date.
      3. Next to and work orders are newer than, select the period for the work orders to include, in number of months.
    2. Define the invoice attributes, or rather the conditional criteria the invoices should meet. (Note: You may add as many conditions as needed, as there is no maximum number of conditions.)
      Auto-Approval Process Step 1b: Select the Date Range
      1. Click +Add Condition. The Add Condition dialog box appears.
      2. Select either to Include or Exclude invoices that meet the conditions you specify.
      3. Select Has Approved Proposal for invoices required to have a proposal that was approved.
      4. Select Has WO Attachment for invoices required to have at least one attachment.
      5. Select a Category and Trade from the appropriate menus, or select All to capture all categories and/or trades.
      6. In the Total Amount field, enter the maximum amount the invoice should be charged for auto-approval. For example, to auto-approve invoices for a maximum of USD$500, enter 500 in this field. Invoices for USD$500.01 and above will not be considered.
      7. Click Save. The condition appears under the list of invoice attributes.
    3. Under Step 2, define the provider(s) to include into or exclude from the auto-approvals process. (Note: By default, All providers are included into the auto-approvals process.)
      Auto-Approval Process Step 2: Select the Provider
      • To include specific providers: click Only these and then click the field below to select the desired provider(s). You may also type the name of the provider for faster searching and selecting. The selected provider(s) are listed in the field as tags.
      • To exclude specific providers: click All, with the exception of these and then click the field below to select the desired provider(s). You may also type the name of the provider for faster searching and selecting. The selected provider(s) are listed in the field as tags.
    4. (Optional) Under Step 3, check the Send auto-approve report to box to send a report of approved and rejected invoices via email.
      • To enter multiple emails, separate each email address with a comma (for example: greg@servicechannel.com, john@servicechannel.com, rochelle@servicechannel.com).
    5. Click Save. A green box appears confirming that all invoice date ranges, attributes, providers, and report recipients were saved for the auto-approval process.
    Note: Be sure to enable the auto-approval process once you have completed configuring your invoice criteria.

    Maintaining Conditions

    You may either edit or delete individual conditions, or delete all conditions at once.

    How to edit a Condition:

    1. On the desired Condition, click Edit. The Add Condition dialog box appears.
    2. Make any desired changes, and then click Save. The invoice attributes will update on the list.
    3. Click Save on the bottom of the page. A green box appears confirming that your changes were saved for the auto-approval process.

    How to delete a singular Condition:

    1. On the desired Condition, click Delete. The Condition is removed from the list.
    2. Click Save on the bottom of the page. A green box appears confirming that your changes were saved for the auto-approval process.

    How to delete all Conditions:

    1. Under the invoice attributes table click Clear. All Conditions are removed from the list.
    2. Click Save on the bottom of the page. A green box appears confirming that your changes were saved for the auto-approval process.

    Maintaining Providers

    You may change the providers included into or excluded from the auto-approvals process. Note that you must have at least one provider selected to run auto-approvals.

    How to edit inclusion or exclusion of a provider:

    1. Change the inclusion or exclusion criteria to All, Only these, or All, with the exception of these.
    2. Review the providers list to ensure your inclusion/exclusion criteria fits the providers listed.
    3. Click Save on the bottom of the page. A green box appears confirming that your changes were saved for the auto-approval process.

    How to remove a singular Provider:

    1. Click the “x” next to the desired provider’s name. The provider is removed from the list.
    2. Click Save on the bottom of the page. A green box appears confirming that your changes were saved for the auto-approval process.

    How to remove all Providers:

    1. Click Clear next to the provider field. All listed providers are removed from the list.
    2. Add the desired provider(s) to the field, or click All to include all providers.
    3. Click Save on the bottom of the page. A green box appears confirming that your changes were saved for the auto-approval process.