Payment Run Workflow
finance
Accounts payable payment run workflow with batch creation, tiered approval (single/dual based on amount), ACH file generation, check printing, and vendor record updates.
Invoice Processing Workflow
finance
Accounts payable invoice automation with OCR data extraction, three-way PO matching, tiered approval workflow, and automated payment processing with GL updates.
Full FlowZap Code
Vendor { # Vendor
n1: circle label:"Start"
n2: rectangle label:"Submit invoice via email"
n3: rectangle label:"Receive payment notification"
n4: circle label:"End"
n1.handle(right) -> n2.handle(left)
n2.handle(bottom) -> APAutomation.n5.handle(top) [label="Invoice received"]
n3.handle(right) -> n4.handle(left)
}
APAutomation { # AP Automation
n5: rectangle label:"Extract invoice data via OCR"
n6: rectangle label:"Match to purchase order"
n7: diamond label:"PO match found?"
n8: rectangle label:"Auto-approve for payment"
n9: rectangle label:"Flag for manual review"
n10: diamond label:"Amount within threshold?"
n5.handle(right) -> n6.handle(left)
n6.handle(right) -> n7.handle(left)
n7.handle(right) -> n10.handle(left) [label="Yes"]
n7.handle(bottom) -> n9.handle(top) [label="No"]
n10.handle(right) -> n8.handle(left) [label="Yes"]
n10.handle(bottom) -> Approvals.n11.handle(top) [label="No"]
n8.handle(bottom) -> Payment.n16.handle(top) [label="Queue payment"]
n9.handle(bottom) -> Approvals.n11.handle(top) [label="Review"]
}
Approvals { # Approval Workflow
n11: rectangle label:"Route to department manager"
n12: diamond label:"Manager approved?"
n13: rectangle label:"Route to finance director"
n14: diamond label:"Director approved?"
n15: rectangle label:"Reject with reason"
n11.handle(right) -> n12.handle(left)
n12.handle(right) -> n13.handle(left) [label="Yes - Over limit"]
n12.handle(bottom) -> n15.handle(top) [label="No"]
n13.handle(right) -> n14.handle(left)
n14.handle(right) -> Payment.n16.handle(top) [label="Yes"]
n14.handle(bottom) -> n15.handle(top) [label="No"]
n15.handle(top) -> Vendor.n3.handle(bottom) [label="Rejected"]
}
Payment { # Payment Processing
n16: rectangle label:"Schedule payment batch"
n17: rectangle label:"Execute bank transfer"
n18: rectangle label:"Update GL entries"
n19: rectangle label:"Send remittance advice"
n16.handle(right) -> n17.handle(left)
n17.handle(right) -> n18.handle(left)
n18.handle(right) -> n19.handle(left)
n19.handle(top) -> Vendor.n3.handle(bottom) [label="Payment sent"]
}
Quick Answer
Invoice Processing Workflow is a workflow template that manual invoice processing costs $15-40 per invoice and takes 10-15 days on average.
Why This Workflow?
Manual invoice processing costs $15-40 per invoice and takes 10-15 days on average. This workflow automates AP with OCR data extraction, three-way matching, and tiered approvals—reducing processing time to 2-3 days and cost to under $5 per invoice.
How It Works
- Step 1: Invoices arrive via email, portal upload, or EDI and are captured with OCR.
- Step 2: Data extraction pulls vendor, amount, line items, and PO number.
- Step 3: Three-way matching validates invoice against PO and goods receipt.
- Step 4: Exceptions (price variance, quantity mismatch) are routed for manual review.
- Step 5: Tiered approval routes invoices based on amount thresholds.
- Step 6: Approved invoices are scheduled for payment and posted to the GL.
Alternatives
Manual AP processing with paper invoices and email approvals is slow and error-prone. Enterprise AP automation tools like Tipalti or Coupa cost $50K+/year. This workflow helps mid-market companies visualize their AP process before investing in tooling.
Key Facts
| Template Name | Invoice Processing Workflow |
| Category | finance |
| Steps | 6 workflow steps |
| Format | FlowZap Code (.fz file) |
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