Billing method and sales invoice approval flow

One of the many forces of WorkBook are the strong and easy-to-use approval flows that can be somewhat easily set up. Once set up, the need for interaction is minimal so it pays off to properly set the flow up.

Setting up billing method

First you need decide whether or not the billing method feature should be enabled. This feature offers a set of rules that help determine how to invoice on a job.

With System variable 998 you can setup whether the  billing method feature is enabled and what manager should determine the billing actions.

 

Then we should define what billing methods you would like available when invoicing on a job. These method can be found in V9 under Settings and then “Sales invoice billing method”.

You can define quite a few nifty thing up in the “Sales invoice billing method” setup.

In the first column after the rule number and “action” you can activate/deactivate each billing method. In the next – and this will make more sense later on – you can select specific billing methods that should skip the invoice sales invoice approval flow.

Basically it means that with this option enabled, when invoicing and choosing this specific method no invoices will have to go through the approval flow. This is handy if billing is handled outside WorkBook, it’s a non-billable job or the job somehow previously has been billed.

All the next columns determine how you handle job expenditures after choosing the job billing method. You can disable any further expenditures by the expenditure type.

 

Setting up job status change notifications

When changes status on a job – for instance changing it’s status to “Ready for invoice” – WorkBook offers the possibility to notify specific persons attached to a job. It comes in handy when you are closing a job and certain thing must be considered.

You can select a “from” and a “to” status, add a comment and specify an employee or a job manger to receive this notification.

 

Setting up dimension roles

For larger companies with several department with different invoice approvers it’s a good idea to set up the “Dimension roles”. These can be use to control invoice approves via diffenet job dimensions such as divisions, profit centers or product.

Navigate to the “Dimension role setup” page under “Settings”. Setup the desired roles. Here we’ve set up a hierarchy with 5 fiance managers, each one hierarchically above the previous.

Now these managers needs to be connected to a job dimension and this is done under “Dimension detail role setup”. Please refer to our guide on setting up dimensions on a job if you are in doubt about job dimensions.

Here we’ve set the managers up on our two Profit centers, North and East. This means that when selecting different Profit centers on a job, different managers will be activated in the flow.

 

Setting up the sales invoice approvers

Once the different roles etc. have been set up we can move on to defining who should approve sales invoices. Navigate to “Sales invoice approval” under “Settings”. Here you’ll find a setup page with quite a few options.

Roles

When setting up a sales invoice you can choose to add or remove specific roles that needs to approve the invoice at hand. You can add the same role multiple times, should you need it.

In this case we would like our managers to approve the invoice if the total invoice in the job exeeds the price quote hence we set up five “Role 60”.

 

Priority, trigger amount & employee

Setting up the right priority can be important if you have several approvers and the you need a specific order of approval. In this example we’ve set up five managers in the “Role 60”. All five have a different priority, meaning one have to approve the invoice before the next is notified and asked to approve. This option comes in handy when invoice have to be approve hierarchically.

The trigger amount specifies at what amount some of the roles “trigger”. The tigger amount is described for each role that uses trigger amounts in the parentheses.

The employee column can be used, have you net set up the “Dimensions roles”. Then you simply assign an approver role to a specific employee.

Dimension role & limit to invoice type

In the “Dimension role” our finance managers come in play. Here you can assign a “Dimension role”, making the sales invoice approval flow extremely flexible, since the “Approval role” points at a “Dimension role”. You can see how we’ve used “Dimension roles” in this setup here.

 

Final sales invoice approval flow in action

Change job status

Once you’re ready to invoice a job, go ahead and change it’s status to “Ready for invoice” to start the process and indicate the job is ready for invoicing.

This can be done many places and two of them are under the job name and in “Job settings”.

 

When changing job status, this means that the notifications we set in “Job status change setup” will fire, letting our managers know they need to take action.

Once our Finance manager (or whomever it may be) has created a final invoice and set it up correctly we are ready to send it for approval.

Change invoice status

The “Approve” button can be found on the invoice header tab.

 

After approving the invoice a few things can happen. Depending on how you have set up you sales invoice approvers and how your expenditures on the job are and invoice compared to your price quote looks you can either have your invoice approved internally, if everything matches up. Or the because of your job expenditures, your sales invoice approval setup and your price quote compared to your final invoice you can have it sent for approval. This invoice status then changes to “For approval” and the status color changes to light blue to signal this.

Once the invoice is for approval all the sales invoice approvers are added to the approval list and they will receive a notification in their inbox. You can see invoice approvers under the tab “Approval”.

Approvers

Specify job billing method & Invoices awaiting approval

When reviewing the invoice

When the invoice approval reaches the manager who is responsible for determining job billing method the drop-down in “Invoices awaiting your approval” will open and a billing method can be selected.

All the information needed to make an informed decision  is right there in the invoice approval notification.

From this notification you can also approve or reject the invoice that has been sent for approval.

Invoice and billing method

Invoice approval

We’ve just had a look at how the “Approve invoice” notification looks like if the job billing method flow is enabled. Because Job billing method is enabled you have quite a few columns with information, but most essential you have your “approve” and “reject” buttons as the first two columns.

If the job billing method flow is disabled you receive a much simpler invoice approval notification. It only contains the information about the invoice.

Rejecting

Should you decide to reject it, simply click the red “Reject” button and enter a comment to your rejection. This sends the invoice back to status “Under preparation”.

Reject invoice

This comment will be sent to the “Invoice responsible” (set on the invoice) as a part of the “Rejected entries” notification. It will also be reflected under “Approval” on the specific invoice.

Rejected invoice

Approving

Approving the invoice is done by clicking the green “V”.

If you approve and have defined a specific priority in the “Sales invoice approval” the next in line will receive the “Invoice awaiting your approval” notification”.

Once all have approved the invoice it will change status to “Approved internally” (, completing the sales invoice approval flow!

Notes

System variables regarding billing method:

  • 998 – What role initiates the billing workflow
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