At its core, an invoice approval workflow is a standardised series of steps required before a company pays a supplier invoice. This process includes verifying the supplier, checking quantities received, performing a 2 or 3-way matching, and senior finance team members signing off on the purchase.
The point of this rigorous process is to safeguard your business against a host of potential pitfalls. By thoroughly scrutinising and authorising invoices, this workflow helps to catch errors, prevent fraudulent activities, avoid unnecessary or duplicate expenditures, and ensure there is a clear audit trail for every purchase. Essentially, it acts as a protective barrier, ensuring that only legitimate and accurate invoices are processed for payment.
An invoice arrives at your company, usually as an email attachment. Here’s what happens next:
The necessity of an invoice approval workflow can vary. The initial stages—uploading, fraud checks, and matching—are indispensable best practices for managing invoices.
However, the need for a finance executive to approve each invoice before payment can be dependent on preceding processes. Companies with robust purchase order systems might find this step redundant and opt for auto-approvals of invoices that match pre-approved purchase orders. Ultimately, it boils down to the preferences of a company and their finance team.
Automation can significantly enhance the invoice approval process. Tools like Kloo's Smart Invoice Inbox offer advanced solutions:
Automation transforms several manual steps into a single automated process. This reduces invoice processing and payment times, fostering better relationships with suppliers, securing early payment discounts, and avoiding late payment penalties. Additionally, businesses can scale their invoice processing capabilities without a corresponding increase in workload, making automation a critical factor in efficient growth.
In summary, a well-structured invoice approval workflow is essential for maintaining accuracy, preventing fraud, and ensuring a smooth audit trail. While the specific components may vary based on business needs, the initial stages of upload, fraud checks, and matching are universally crucial.
Embracing automation technologies, can transform manual, time-consuming tasks into efficient, streamlined operations, significantly enhancing overall business efficiency and financial management. By integrating automation tools, businesses can optimise their accounts payable processes, strengthen their financial health and supplier relationships, and pave the way for scalable growth and long-term success.