8 Automated Workflows You’ll Kick Yourself for Not Using With AP Automation

I never really understood the idea of “kicking” yourself. It doesn’t seem possible. So I did some research. Watch this:

He claims to have set the one minute world record at 93 times… congratulation!

This Frist

Before I give you the 8 things that you’ll kick yourself for (8 is better than 93) I need to make sure we are all on the same invoices (that’s my version of the same page).

A workflow is an electronic, predetermined approval process. Workflow is the engine that drives Accounts Payable Automation… so in the words of Ron Burgundy… it’s a pretty big deal.

Here are the 8

  1. Specialized – One of the problems with workflow is you may think the smaller the number the easier to administer. It’s not true. It does depend on your service provider, and if there are any limitations. For the most part, however, it is a very (very) good idea to have specific workflow for specific situations, like utilities, taxes, rent… just to name a few.
  2. Conditional – Once a invoice is assigned to an approval process there may be ceritan charicteristics that would change the approval process. The best way to deal with thoes charaicteristics are with conditions. A few examples are budget (if it is over a certian amount) contract, PO or dollar amount.
  3. Basic – Basic should be the workflow or set of workflows that manages most of your invoices. Combined with conditions a basic workflow can be the catalyst for most of your approvals.
  4. Paralleled – This workflow will allow you to get the same approval from different people. An example is when Manager A and Manager B needs to approve 50% of the invoice in the second step of the approval process. The system will get their approval simultaneously to make sure there is a quick and efficient process.
  5. Sequential When a workflow is created where the approvals are from one person after another, that is called sequential. This approval process is best created when the sequence is constructed based on decision making and permission authority.
  6. Ad-Hoc – I know the article has the word “Automated” in the title, this wokflow will require someone to click a link or button and add a person. It is an extrememly effective way to insert an approve into the workflow without change the entire approval process. Be warned, however, you don’t want to do all of your approvals this way… just certian exceptions.
  7. Expenses – This is refering to employee expense report (T&E), and is similar to the spealized workflow in point 1, but I wanted to get you to think about T&E as its own sub-catigoriey. I have worked with groups that have a basic T&E approval process and a seperate one for cell phone expense, so the thing to think about here are the mutiple methods of approving T&E.
  8. Proxy – Last but not least is a workflow that allow you to create a proxy. A proxy is applying a tempory approver to a step in the workflow if someone is out for a particular amount of time. This can be used for vactions, maturity or sixk leave.


Please don’t kcik yourself in the head after you read this information, but if it does help you change or create better workflow… that’s great!

Want to know more? Buy My Books!

To buy the book – The Argument to Automate – How Innovation Can INSPIRE Not Fire – click here to buy

(Also) To get your copy of The 8 Pitfalls of Accounts Payable Automation – click here to buy

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