Supplier invoices, purchase-order records and calculator arranged for reconciliation.

Finance / Example workflow

Invoice approvals

Match the invoice. Find the right approver.

Map the invoice checks, differences and approval limits. Give developers the rules and tests for each step.

Try the workflow Book a workflow review

Match the invoice
to the order.

Try a case

Check the next action.

Change either check.
Read the next step.

Find the right approver.

Supplier invoicesI–028

“This supplier’s invoice is due. Can we move it to approval?”

Supplier invoice: Received
Business unit: Recorded

Confirmed factsInvoice and order matchThe supplier, amount and order have been checked.Approval owner confirmedAuthority matches the amount and business unit.

Expected next step

Authority needs confirmation

Find the right approver.

Check the approval policy for this amount and business unit. Ask finance to name the approver, then send that person the invoice.

The rule

Check the current approval rule for this invoice.

Case statusOn hold

See the records and open checks

Available recordsSupplier invoice, purchase-order comparison, business unit and the applicable approval policy.

Still to confirmWho has authority for this amount and business unit.

Do this nextRecord the applicable approval rule and owner.

Why this check matters

Check who can approve this invoice.

Look up the approval rule for this amount and business unit. A person who approved an earlier invoice may not be allowed to approve this one.

Ask finance to explain how they resolve differences between invoices and orders. Record any exceptions and who may approve them.

Turn those checks into instructions for the agent and tests your finance team can review.

Finance practitioner checking a supplier invoice against purchase-order records. — The records establish the facts. The reviewer explains the differences.

Turn the case into a test

Show the reasoning
behind the rule.

Have your team approve the rule. Give developers the case, the action to expect and the result to check.

01
Check the records.
The invoice, supplier record and purchase order show what was requested and recorded. The current approval policy establishes authority.
02
Ask the expert to explain.
Ask finance which differences need investigation, when an earlier invoice is useful and what changes the approval route.
03
Agree the rule.
Check the invoice against the order. Find the approver for this amount and business unit. Get their approval before any payment step.
04
Write and review the test.
When the invoice matches but the approver is unknown, ask who may approve it. Do not use an earlier approval as permission to pay.

When someone must take over

Make the handoff clear.

Send the records and completed checks. Tell the reviewer what is missing and what they need to decide.

Put these instructions in the development brief. Test that the agent follows them.

Example testNot run