Operations guide
How to build an invoice approval workflow without another spreadsheet
An invoice tracker tells you what exists. An invoice approval workflow tells each person what to do next and preserves why the invoice was approved or rejected.
Define entry and exit
The workflow begins when a valid invoice is received. It ends when verification, approval, exception resolution, and payment scheduling are recorded.
Capture the minimum context
Keep the vendor, invoice number, entity, amount, currency, due date, purchase order, contract, and supporting files with the operation.
Separate checks from decisions
Verification confirms facts such as totals and purchase order matching. Approval is the human decision to proceed. Keeping them separate makes accountability clearer.
Route mismatches to exceptions
Do not bury a mismatch in a note. Create an exception, assign its resolution, and keep the invoice visibly blocked until the issue is addressed.
Preserve a useful history
Record checklist changes, comments, approval outcomes, attachments, and completion in the operation timeline. This reduces later reconstruction work.