ChecklistGuro Accounts Payable Automation Workflow
Streamline your financial operations and eliminate manual data entry errors with our Accounts Payable Automation Workflow. Designed for modern accounting management, this intelligent process automates invoice processing, optimizes approval routing, and accelerates payment cycles. Boost visibility, reduce processing costs, and ensure 100% compliance with a seamless, end-to-end digital audit trail that transforms your AP department into a strategic powerhouse.
Start
Start of the Workflow/Process.
1. Fetch Unprocessed Invoices
Retrieve all invoice entries from the Invoices data model where status is 'Pending'.
2. Get Vendor Details
Fetch vendor contact information and payment terms from the Vendors data model based on the invoice vendor ID.
3. Calculate Total Amount Due
Sum the subtotal, tax, and shipping fees from the invoice entry to calculate the final payable amount.
4. Update Invoice Status to 'Reviewing'
Update the status of the retrieved invoice entry to 'In Review' to prevent duplicate processing.
5. Create Approval Task
Create a task for the Department Manager to review and approve the pending invoice.
6. Aggregate Weekly Payable Total
Sum the 'Total Amount' property of all approved invoices for the current week to calculate liquidity requirements.
7. Update Invoice to 'Approved'
Change the invoice status to 'Approved' once the manager completes the approval task.
8. Create Payment Record
Create a new entry in the Payments data model containing the approved amount, vendor, and scheduled date.
9. Notify Vendor of Payment
Send an email to the vendor's email address notifying them that their payment has been scheduled.
10. Finance Execution Task
Create a task for the Accounts Payable Clerk to execute the bank transfer.
11. Mark Invoice as 'Paid'
Update the invoice entry status to 'Paid' and record the transaction date.
12. Remove Duplicate Entry
Delete any identified duplicate invoice entries from the system.
13. Generate Monthly AP Aging Report
Generate a summary report of all unpaid invoices categorized by age (30, 60, 90 days).
14. Notify Treasurer of High Value Payment
Send an SMS alert to the Treasurer if a single payment exceeds a predefined threshold.
End
End of the Workflow/Process.
Start of the Workflow/Process.
Retrieve all invoice entries from the Invoices data model where status is 'Pending'.
Fetch vendor contact information and payment terms from the Vendors data model based on the invoice vendor ID.
Sum the subtotal, tax, and shipping fees from the invoice entry to calculate the final payable amount.
Update the status of the retrieved invoice entry to 'In Review' to prevent duplicate processing.
Create a task for the Department Manager to review and approve the pending invoice.
Sum the 'Total Amount' property of all approved invoices for the current week to calculate liquidity requirements.
Change the invoice status to 'Approved' once the manager completes the approval task.
Create a new entry in the Payments data model containing the approved amount, vendor, and scheduled date.
Send an email to the vendor's email address notifying them that their payment has been scheduled.
Create a task for the Accounts Payable Clerk to execute the bank transfer.
Update the invoice entry status to 'Paid' and record the transaction date.
Delete any identified duplicate invoice entries from the system.
Generate a summary report of all unpaid invoices categorized by age (30, 60, 90 days).
Send an SMS alert to the Treasurer if a single payment exceeds a predefined threshold.
End of the Workflow/Process.
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