{"id":21644,"date":"2020-02-13T20:48:28","date_gmt":"2020-02-13T20:48:28","guid":{"rendered":"https:\/\/www.process.st\/templates\/invoice-approval-workflow-checklist-template\/"},"modified":"2024-05-16T06:38:12","modified_gmt":"2024-05-16T06:38:12","slug":"invoice-approval-workflow-checklist-template","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/invoice-approval-workflow-checklist-template\/","title":{"rendered":"Invoice Approval Workflow Checklist Template"},"content":{"rendered":"\n<section id=\"introduction\">\n <h2>Introduction:<\/h2>\n <div class=\"image-content\">\n  <figure>\n   <a href=\"https:\/\/ps-attachments.s3.amazonaws.com\/0c8beb98-2bb2-405d-b438-b8b4b0e135b3\/qUn8m-xYJu-uCyquukpBbg.png\" alt=\"Introduction:\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/ps-attachments.s3.amazonaws.com\/0c8beb98-2bb2-405d-b438-b8b4b0e135b3\/qUn8m-xYJu-uCyquukpBbg.png\"> <\/a><!-- No caption -->\n  <\/figure>\n <\/div>\n <div class=\"text-content\">\n  <p>Whether you're doing creative work, enterprise management, or good old fashioned manufacturing, managing and keeping track of your invoices is a crucial part of keeping a business alive.&nbsp;<\/p>\n  <p>Using an automated invoice <a href=\"https:\/\/www.process.st\/help\/docs\/approvals\/\" rel=\"nofollow noopener\" target=\"_blank\">approval<\/a> workflow can help companies streamline the invoice generation process and steer clear of any inconsistencies that could arise as a result of using manual invoicing processes, all whilst maintaining transparency.<\/p>\n  <p>That's why here at Process Street, we've made this invoice approval workflow checklist template to not only ensure you receive your money, but also make sure the invoices are properly generated to begin with.<\/p>\n  <p>So, let's get started!<\/p>\n <\/div>\n<\/section>\n<section id=\"information\">\n <h2>Information:<\/h2>\n<\/section>\n<section id=\"record-invoice-details\">\n <h2>Record invoice details<\/h2>\n <div class=\"text-content\">\n  <p>Firstly, you're going to need to <strong>document&nbsp;the invoice information<\/strong> so that you'll be able to provide the client with important information they'll need to understand what needs to be paid and when.<\/p>\n  <p>Simply fill out the <a href=\"https:\/\/www.process.st\/help\/docs\/form-fields\/\" rel=\"nofollow noopener\" target=\"_blank\">form fields<\/a> below.<\/p>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Reference number <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n <div class=\"date-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Invoice creation date <\/label>\n   <div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n  <\/div>\n <\/div>\n <div class=\"date-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Invoice due date <\/label>\n   <div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n  <\/div>\n <\/div>\n <div class=\"textarea-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Details of the services provided <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Invoice amount <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"record-client-details\">\n <h2>Record client details<\/h2>\n <div class=\"text-content\">\n  <p>Next is <strong>recording your client's&nbsp;information<\/strong> or who you're sending the invoice to.<\/p>\n  <p>Do this by using the&nbsp;form fields&nbsp;below.&nbsp;<\/p>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Client first name <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Client last name <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n <div class=\"email-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Client email <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Client phone number <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"record-your-details\">\n <h2>Record your details<\/h2>\n <div class=\"text-content\">\n  <p style=\"padding-left: 30px;\">Now you'll have to&nbsp;<strong>add your information<\/strong>&nbsp;so the client knows where to pay to and who to pay it to.&nbsp;<\/p>\n  <p style=\"padding-left: 30px;\">Fill in the information, using the&nbsp;form fields&nbsp;below.&nbsp;<\/p>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Your first name <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Your last name <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n <div class=\"email-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Your email <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n <div class=\"email-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Your phone number <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n <div class=\"text-content\">\n  <p>Because this process may involve multiple people (client, bookkeeper, etc.) you can make things easier for yourself by assigning roles.<\/p>\n  <p>Use the <a href=\"https:\/\/www.process.st\/help\/docs\/adding-members\/\" rel=\"nofollow noopener\" target=\"_blank\">Members<\/a> feature below to specify who will be doing what.<\/p>\n <\/div>\n <div class=\"members-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Bookkeeper <\/label> <select disabled class=\"form-control\"> <option value=\"A member or group will be selected here\">A member or group will be selected here<\/option> <\/select>\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"invoice\">\n <h2>Invoice:<\/h2>\n<\/section>\n<section id=\"create-and-upload-the-invoice\">\n <h2>Create and upload the invoice<\/h2>\n <div class=\"text-content\">\n  <p>Take some time to <a href=\"https:\/\/www.process.st\/invoice-generator\/\" rel=\"nofollow noopener\" target=\"_blank\"><strong>create an invoice<\/strong><\/a> using the information you've gathered above and then upload it below.<\/p>\n <\/div>\n <div class=\"file-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Invoice <\/label>\n   <div class=\"file-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"approval-invoice-bookkeeper\">\n <h2>Approval: Invoice (Bookkeeper)<\/h2>\n <div class=\"approval-content\">\n  <div class=\"header\">\n   <div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div>\n  <\/div>\n  <div class=\"approval-rule-subject-tasks-list\">\n   <ul class=\"list\">\n    <li>\n     <div class=\"approval-rule-subject-tasks-list-item\">\n      <div class=\"item\">\n       <div class=\"container\">\n        <span class=\"title\">Create and upload the invoice<\/span>\n        <div class=\"body\">\n         Will be submitted\n        <\/div>\n       <\/div>\n      <\/div>\n     <\/div><\/li>\n   <\/ul>\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"send-invoice-to-client\">\n <h2>Send invoice to client<\/h2>\n <div class=\"text-content\">\n  <p>You can use this <a href=\"https:\/\/www.process.st\/help\/docs\/getting-started-using-the-send-email-widget\/\" rel=\"nofollow noopener\" target=\"_blank\">email widget<\/a> to <strong>email your invoice<\/strong> to your client.<\/p>\n  <p>Just make sure everything looks okay or feel free to make any changes and send!<\/p>\n <\/div>\n<\/section>\n<section id=\"collect-payment\">\n <h2>Collect payment<\/h2>\n <div class=\"select-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Did you receive your payment on time? <\/label> <select disabled class=\"form-control\"> <option value=\"An option will be selected here\">An option will be selected here<\/option> <\/select>\n  <\/div>\n  <ul class=\"items\">\n   <li class=\"item\">\n    <div class=\"step-number-container\">\n     <div class=\"step-number\">\n      1\n     <\/div>\n    <\/div>\n    <div class=\"step-checkbox-container\">\n     <div class=\"step-checkbox\"><\/div>\n    <\/div>\n    <div class=\"item-name-static\">\n     Yes\n    <\/div><\/li>\n   <li class=\"item\">\n    <div class=\"step-number-container\">\n     <div class=\"step-number\">\n      2\n     <\/div>\n    <\/div>\n    <div class=\"step-checkbox-container\">\n     <div class=\"step-checkbox\"><\/div>\n    <\/div>\n    <div class=\"item-name-static\">\n     No\n    <\/div><\/li>\n  <\/ul>\n <\/div>\n<\/section>\n<section id=\"conditional-follow-up-with-client-if-payment-has-not-yet-been-received\">\n <h2>(Conditional) Follow up with client if payment has not yet been received<\/h2>\n <div class=\"text-content\">\n  <p>Because your payment is late,&nbsp;<strong>follow up with your client<\/strong>&nbsp;to ask why the invoice hasn't been paid yet and make sure they will make the payment as soon as possible.&nbsp;<\/p>\n  <p><strong>Client email address:<\/strong> {{form.Client_email}}<br><br><strong>Client phone number:<\/strong> {{form.Client_phone_number}}<\/p>\n <\/div>\n<\/section>\n<section id=\"conditional-collect-late-payment\">\n <h2>(Conditional) Collect late payment<\/h2>\n <div class=\"text-content\">\n  <p>Only check off this task when you can&nbsp;confirm that the late payment has been received.<\/p>\n  <p>Use the form fields below to&nbsp;document what date the invoice was paid on and how late it was exactly.&nbsp;<\/p>\n <\/div>\n <div class=\"date-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Date the late payment was received <\/label>\n   <div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n  <\/div>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> How many days was the payment late? <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"sources\">\n <h2>Sources:<\/h2>\n <div class=\"text-content\">\n  <ul>\n   <li><a href=\"https:\/\/softco.com\/\" rel=\"nofollow noopener\" target=\"_blank\">softco<\/a> - <a href=\"https:\/\/softco.com\/blog\/effective-invoice-approval-workflow\/\" rel=\"nofollow noopener\" target=\"_blank\">How to Set Up an Effective Invoice Approval Workflow<\/a><\/li>\n   <li><a href=\"https:\/\/www.comindware.com\/\" rel=\"nofollow noopener\" target=\"_blank\">comindware<\/a> - <a href=\"https:\/\/www.comindware.com\/blog-five-steps-reliable-invoice-approval-workflow\/\" rel=\"nofollow noopener\" target=\"_blank\">Five Steps to Reliable Invoice Approval Workflow<\/a><\/li>\n  <\/ul>\n <\/div>\n<\/section>\n<section id=\"related-checklists\">\n <h2>Related checklists:<\/h2>\n <div class=\"text-content\">\n  <ul>\n   <li><a href=\"https:\/\/process.st\/checklist\/blog-content-approval-checklist-template\" rel=\"nofollow noopener\" target=\"_blank\">Blog Content Approval Checklist Template<\/a><\/li>\n   <li><a href=\"https:\/\/process.st\/checklist\/graphic-design-approval-checklist-template\" rel=\"nofollow noopener\" target=\"_blank\">Graphic Design Approval Checklist Template<\/a><\/li>\n   <li><a href=\"https:\/\/process.st\/checklist\/wordpress-security-audit-checklist-template\" rel=\"nofollow noopener\" target=\"_blank\">WordPress Security Audit Checklist Template<\/a><\/li>\n   <li><a href=\"https:\/\/process.st\/checklist\/video-content-approval-workflow-checklist-template\" rel=\"nofollow noopener\" target=\"_blank\">Video Content Approval Workflow Checklist Template<\/a><\/li>\n   <li><a href=\"https:\/\/process.st\/checklist\/information-security-checklist-template\" rel=\"nofollow noopener\" target=\"_blank\">Information Security Checklist Template<\/a><\/li>\n   <li><a href=\"https:\/\/process.st\/checklist\/application-security-audit-checklist-template\" rel=\"nofollow noopener\" target=\"_blank\">Application Security Audit Checklist Template<\/a><\/li>\n   <li><a href=\"https:\/\/process.st\/checklist\/content-marketing-workflow-management-checklist-template\" rel=\"nofollow noopener\" target=\"_blank\">Content Marketing Workflow Management Checklist Template<\/a><\/li>\n   <li><a href=\"https:\/\/process.st\/checklist\/enterprise-password-management-checklist-template\" rel=\"nofollow noopener\" target=\"_blank\">Enterprise Password Management Checklist Template<\/a><\/li>\n   <li><a href=\"https:\/\/process.st\/checklist\/enterprise-video-content-management-checklist\" rel=\"nofollow noopener\" target=\"_blank\">Enterprise Video Content Management Checklist<\/a><\/li>\n  <\/ul>\n <\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Introduction: Whether you're doing creative work, enterprise management, or good old fashioned manufacturing, managing and keeping track of your invoices is a crucial part of keeping a business alive.&nbsp; Using an automated invoice approval workflow can help 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