Automated process for subscriptions

Everything works, like by itself! Lean back and focus on the really complex things. You don’t have to look at the same invoices every month. We will check every invoice of your subscription. If there are any discrepancies, you’ll get the invoice for approval.

• Automatic approval for recurring invoices
• Automatic preparatory accounting
• Automatic allocation cost center
• Invoice check for discrepancies

How to set up the process?

Preparation: First create a approval process with an automatic approval. To create go to the Approval Processes section and add a new approval process. In this approval process you do not enter any steps. You can use this approval process for all subscription settings in the different supplier profiles. You don’t have to create a new one for every supplier.

Subscription/Recurring invoices

1. Open the Supplier Profil (Main menu/Supplier)
2. Select the category „Default approval flow“
3. Click „+ Condition“
4. Select “Gross amount” in the dropdown condition and enter the monthly amount

Note: You can also work with amount ranges instead of fixed amounts

1. Select “Currency” in the dropdown condition and enter the usual currency of the invoices
2. Select “Method” in the dropdown condition and enter the usual payment method of the invoices
3. Now enter the approval process created in the preparation with the automatic Approve
4. Enter also a approval process for Invoices where we found discrepancies

Accounting

1. Open the Supplier Profil (Main menu/Supplier)
2. Select the category „Accounting rules“
3. Specify a G/L account for the tax rule / tax rate that the invoices usually indicate

Note: If there are usually several tax rates on the invoices, you can enter more than one here.

How does it work?

If the invoices match your specifications (conditions), they will be automatically approved and (if set) also prepared for accounting. Only if the invoice differs from your conditions, the invoice will be sent to you for approval.

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