Set up a workflow

A workflow decides who must authorise invoices and in which order. A workflow has a stage, a scope and one or more steps with a user.

Create a workflow#

1. Go to Authorizations and open the Workflows tab.
2. Click Add workflow.
3. Enter the Name.
4. Choose the Stage (see below).
5. Choose the Scope: Entire account or Specific companies. For specific companies, pick the companies next.
6. Choose the Execution: Sequential (step 2 waits until step 1 has authorised) or Parallel (all steps are active at once).
7. Under Steps, add a user per step. Drag steps to change the order.
8. Set the workflow to Active and click Save.

Stages#

• Approve invoice: the invoice must be authorised before a user can approve and book it.
• Approve booking scheme: authorisation starts after the invoice has been approved, before it is sent to email or the accounting system.
• Approve payment: the invoice is booked right away, but only enters the payment batch once the payment has been authorised. Works with Twinfield, Exact Online and Odoo (version 18 and later).

With Approve payment the invoice stays unpayable in the accounting system until it is authorised: in Twinfield with Niet in betaalrun, in Exact Online with payment method Cash and in Odoo as blocked for payment. After the authorisation Invoyz undoes this. If you reject the payment, the invoice stays out of the payment batch.

Criteria per step#

A step with criteria only activates for invoices that match them; a step without criteria always applies. Click Add criterion on a step and pick a field, for example Relation, Total amount incl. VAT, General ledger or Cost center, with a condition and value. Under Matches, choose whether all criteria or any criterion must match.