The Need For an Invoice Approval workflow in Today’s Business

On 10 Jun., 2021

About Invoice Approval System

The Need For an Invoice Approval workflow in Today’s Business

Have you ever faced with issue of an incorrect invoice?


Maybe, by charging less for your services?


Do you waste a lot of time rewriting invoices?


Or are you exhausted with miscommunication of documents and hampering your branding?


All this happens because of the multiple departments in a company. Typically, in every company, general management (project managers) handle billing and financial issues. A simple flaw in the internal communication of two departments can lead to human errors. In order to eradicate the problems of overwriting invoices or sending re-issued invoices. Invoicera has launched the latest and only update to the invoice approval process that will allow each person assigned to a particular project to create/review, edit and approve the invoice before sending it to customers. The easier process in the invoice approval workflow will allow you to assign and let all invoices be reviewed, approved, and edited on the spot with all members involved in the same project.


Invoice Approval System Workflow:

In the entire invoice approval process, the administrator holds a key position. It depends on the manager to select and choose the right people to be involved in the invoice approval workflow process in the house.


A quick view of the basic settings of the online invoice approval system:

The subscriber user (Admin) is the one responsible for controlling the entire billing process. All the superpowers are in his hands.


Approval Process:

The subscribed user can set the approval setting in the approval add-on setting; the settings are as follows:


Administrator's invoice will also be submitted for approval: When the administrator creates the invoice, he can select the staff member who can approve/reject the invoice.


Send invoice approval to a staff member: Once the settings are approved, the full list of the administrator's staff is displayed. The administrator can select one or more staff members from the list for the invoice approval process. These settings will allow you to overwrite them on the invoice creation page.

Invoice Approval Workflow:

1. Create the invoice:

The entire process of creating the invoice remains the same. Create the invoice using your predefined templates. Add all the relevant information and check that you have not forgotten any points on your invoice.


2. Activate the invoice approval process:

Once you've finished creating your invoice, it's time to get it approved by the team of people who worked on the project. To enable the invoice approval process in your Invoicera application, go to the add-on settings and integrate the invoice approval workflow process with your current billing settings.


3. Select options based on your business needs:

From the basic setting to the expert setting of who you want to review/edit the invoice, now it's time for the administrator to choose all the settings to send a perfect invoice to the customer.


4. Set the approval authorities in the invoice approval software :

After setting up the entire invoice approval process, here comes the important part of including the right people in the invoice approval process. Select from the entire list of people involved in a project and send them the invoice for approval and suggestions.


5. Take Action:

After a full staff review, you can add suggested changes without overwriting the entire invoice.


6. Automatically send approved invoices:


This is the final step in the invoice approval process. Once your invoice is approved and final, it can be automatically sent to the customer without any issues.


How an invoice approval workflow benefits your entire business:

An invoice approval workflow process is a boon to your billing process. This add-on helps you send the right invoices in one go. Here's how the revolutionary invoice approval process benefits your business:


  • It allows you to send error-free invoices in one go.
  • Official document communication errors can be reduced to zero.
  • A streamlined workflow makes cash flow fast and smooth.
  • Never miss a billable amount.
  • Save time wasted rewriting invoices.
  • Build your brand through accurate communication of official documents.


Invoicera is a cloud-based invoicing software that has been helping small businesses around the world for 13 years.

Invoicera billing software helps you automate and simplify your business processes and communication with online billing and payments, expense management, recurring/subscription billing, customer/vendor panels, time tracking, workflows, multi-company support, multi-language and multi-currency support, personnel authorizations, financial reporting and analysis, purchase order management, subcontractor billing and time management, comprehensive reporting, and APIs for third-party integration.