Approval Workflow

The Approval Workflow supports multiple approvers to be appointed as invoice approvers for an invoice, which all need to approve the invoice before it will be fully 'Approved'.

A User with the 'Accounting'-right, who also has the 'Approve others invoices'-right can move a partially approved invoice to Approved-state without having to wait for all approvers to approve. 

Settings & Setup

During a bill-run, invoice approvers list is chosen depending on who has the 'Invoice Approver Responsible'-role setup on the Client Card or Case Card, or what is setup in the Control Panel. 

The highest level being the Case Card setup, followed by Client Card, then Control Panel settings. 

1. Case Card Level
   Any Case Manager(s) with the role 'Invoice Approver Responsible' will be added to the invoice Approvers list. 
   
   
2. Client Card Level
   If no-one is set as 'Invoice Approver Responsible' on the Case Card Level, then any Client Manager(s) with the role 'Invoice Approver Responsible' will be added to the invoice Approvers list. 
   
   
3. Control Panel
   If no-one is set as 'Invoice Approver Responsible' on either the Client Card and Case Card, then the Approvers list will be dependent on which selection is made under Control Panel > Organisation > Lawfirm Settings that will dictate the approver's list for each invoice. 
   

Approval Workflow 

To see the current list of approvers for a particular invoice, open the invoice, and you will see the list of approvers on the top right of the Invoice.

Every invoice approver must Approve the invoice to move the invoice from Draft-state to Approved-state, or an Accounting User with "Approver others Invoices"-right can mark an invoice as Approved without waiting for every approver's approval.

It is also possible to remove or change Approvers if they are not able to approve the invoice, in the case of removing an approver, if all other approvers have approved the invoice it will be then moved to Approved-state.

If there is more than one approver, and one approver has clicked "Approved" - then in their invoice list it will look like as below. 

The invoice is now "approved" but is still in the Draft section; pending other approver's approval. Once all other approvers "approve" the invoice, it will move to the "Approved" section. 

If you are an Invoice Approver, Assistant or Accountant, you can add additional approvers or remove approvers by clicking on the small "pencil" icon on the top right. 

Click on the pencil icon and the following drop-down dialogue will appear where you can remove/add approvers as needed. 

You must have at least one User in this list to be able to click on the Apply button.

If you attempt to remove all approvers and then clicking Apply, you will receive a warning message.

Any newly added approver will receive a system notification notifying them that they have an invoice to approve. 

Update as of 01/09/2021

You can now see a list of Approvers per invoice in the Invoices-view, without needing to open the invoice to see the list as you normally would. 

If an Approver has approved the invoice, you can see that the User icon has a green circle and tick. 

Hovering over the User icon will display the Users full name. If they have approved the invoice, it will also display the date of which they approved the invoice.