The operating problem
Start with a supplier invoice received in the approved channel. A successful handoff produces a reviewed invoice coding and approval task. Define the accountable owner before connecting systems. The design proposes a payable and never releases a payment. A source event is a request to evaluate the current state; it is not permission to make an irreversible change.
Use your own working copy
The free workbook for this process opens in a browser and works offline after download. It includes editable checks and notes, a text export, and a print view. It is a planning resource: it does not send messages, read account data, or run actions in business systems. No vendor account is needed to use the workbook.
Map the process
1. Validate invoice intake
Check file safety, supplier identity, invoice number, entity, currency, and duplicate status.
2. Match supporting records
Link purchase order and receipt references where the firm uses them; flag missing evidence.
3. Prepare coding suggestions
Use approved account and cost-center lists. Uncertain coding remains unassigned.
4. Route approval
Apply the client-approved authorization matrix with separation of requestor and approver where required.
5. Handoff the approved payable
Record the approved version and create a draft in the authorized destination; payment is separate.
Information to check
These reference fields describe the process. Use invented values while planning. Keep real records in an appropriate private system; the public website does not need them.
| Reference field | Working record | Check before progressing |
|---|---|---|
| vendor_id | vendor_id | Resolve the stable source reference in the correct client, entity, and engagement. |
| invoice_number | invoice_number | Resolve the stable source reference in the correct client, entity, and engagement. |
| purchase_order_ref | purchase_order_ref | Resolve the stable source reference in the correct client, entity, and engagement. |
| approval_version | approval_version | Bind approval to this exact source version; changes require review. |
Acceptance checks
- A changed invoice invalidates approval.
- A duplicate invoice cannot create a second draft payable.
- A repeated source event creates only one current review task.
- A changed source version invalidates an earlier approval.
Walk through a successful example, a duplicate, a missing item, an incorrect match, and an interrupted handoff with synthetic records. Record the expected result, observed result, owner, and recovery action. Checklists record your work; checking a box does not establish that an external action happened.
Ownership and review
Name the person responsible for the process and the person who can resolve an exception. Define which decisions require qualified professional review. Use stable references, limit access to private records, and document when work must stop. Educational material does not establish legal, accounting, tax, security, or regulatory compliance.
Run a measured pilot
Choose a small, reversible sample. Measure handling time, waiting time, review, rework, and errors before changing the process. Include the effort of maintaining the new method. Expand only when the observed result meets your acceptance criteria; a longer checklist is not proof of improved performance.
Use the free workflow planner to define your next step, or compare the assumptions in the opportunity calculator.