Workflow example
Invoice review preparation
Illustrative workflow example. Explore how this work could be organized around clearer inputs, ownership and review.
An invoice reaches an approver without a consistent packet of supporting information. Staff must establish the vendor, business owner and explanation for a difference before a decision can be made.
A possible workflow
How the work could flow.
Capture the invoice through an agreed channel.
Identify expected supporting information and the relevant business owner.
Flag missing fields, possible duplicates or mismatches for review.
Route the packet through the approved decision sequence.
Record the decision and hand off approved work to the existing payment process.
What your team would receive.
A review packet with the invoice, supporting references, identified questions and approval history.
Who makes the decision.
Authorized staff approve the expense and payment. Flagging a possible duplicate does not establish fraud, and the workflow does not release funds.
What to measure.
Track incomplete packets, preparation time, avoidable approval returns and reviewer corrections to proposed matches.
Where to begin.
Use one invoice category and agree exception handling. Reconcile automated checks with the institution’s actual purchasing and payment process.
Bring your version of this workflow
You do not need a complete process map.
Tell us where the work becomes difficult and what would be useful to change. We will start from your situation, not from this example.