Within companies, department heads often have to go through lengthy processes to validate invoices from their suppliers. 

Hence the importance of using approval workflows by department or business area. 

An approval workflow consists of establishing a chain of participants, so that depending on the order of priority established, they are responsible for validating or invalidating the invoices.  

For example, the process that governs within Docuten is the sequential sending of a notification email to the participants of workflow “x” to validate whether the content of the invoice is correct or if, on the contrary, it has to reject it, being able to specify a reason for rejection. 

If this situation occurs, a notification e-mail is sent to the persons involved in the workflow with the reason for rejection. In addition, a rejection message would be sent to the supplier.

Let’s look at a practical example. In this case, a workflow has been created for Docuten’s administration area, in which 4 people participate.

On September 12, 2022, supplier “x” sends us an invoice by e-mail in pdf format. In the first instance, the data would be extracted thanks to OCR (Optical Character Recognition), then stored on the Docuten platform and, if the invoice in question complies with the parameters that identify it with the administration workflow, an e-mail would be sent to the first workflow participant requesting validation of the invoice. If the invoice in question complies with the parameters that identify it with the administration workflow, an e-mail requesting validation of the invoice will have been sent to the first workflow participant. The process is delegated in the order that has been established, until the validated number 4 is reached.