Keep track of who approves invoices and when. Always accountable, always transparent.
With iCompleat, an accurate and detailed history behind every single invoice processed by your company is just a click away. From the moment an invoice hits the Unprocessed tray to when the final user in a workflow hits ‘Approve’, iCompleat keeps timestamped information every step of the way that you can see at-a-glance. With an up-to-date Approval Timeline and a detailed Reports feature, it’s never been easier to keep track of an invoice’s lifespan. What’s more, both features come in handy when audit day comes around, saving you having to chase down paper trails at the last minute.
Read on to learn how to make the most out of two of iCompleat’s time-saving invoice tracking features:
- Approval Timelines
The Approval Timeline
The Approval Timeline is a simple flowchart detailing an invoice’s progress to date. It’s useful if you need to see when an invoice arrived in the system, who approved an invoice and when, who still needs to approve an invoice, and any comments that have been added to an invoice by approvers. Users with any kind of permissions in iCompleat can access the Approval Timeline of an invoice.
Follow these steps to view an invoice's Approval Timeline:
On the homepage select 'Manage invoices'.
The invoice trays available to you appear.
Select the tray where the invoice is located.
Depending on your permissions, the options are: Unprocessed, Submitted, Awaiting Approval, Approved, Denied and Deleted.
Select the invoice.
Select 'Documents and Timeline'.
A preview of the invoice appears, along with the Approval Timeline on the right of the screen.
The Reports feature puts information about invoices at your fingertips in the simple, concise format of charts, numbers, and gauges. All reports have a drill-down facility that lets you dig deeper into your data to gain immediate insights and detailed information. You can view reporting data from the past day, week, 30 days, three months, six months, or a custom time period set by you. Within certain report functions there’s the option to export the data to Excel or PDF, making it a breeze to extract key data at a moment’s notice.
Below, we explore three Reports features that will come in handy when tracking and managing the progress of your invoices.
Your access level to the Reports feature depends upon your permissions. Go to Permissions explained and select 'Reporting' to find out more.
Access the iCompleat Reports Feature
On the homepage select 'Reports'.
The iCompleat Reports available to you appear.
Invoices Per Day Report
This report shows you how many invoices were processed today, in the last seven days, and an all-time total, making it easy to keep a regular check on your company’s invoicing status. Selecting the figures below the bar chart lets you drill down further into details of the individual invoices within the results for a more comprehensive overview, including any supporting documents that came with invoices.
Invoices Pending Approval Report
This report shows you how many invoices are pending approval. You can also see how many invoices have been sent for approval today and in the last seven days, how many invoices are in mid-chain, and how many invoices have yet to be assigned to a workflow chain.
Invoices Approved/Denied Report
This report shows you how many invoices have been approved or denied over a set time period, and the all-time total of invoices approved or denied. You can toggle between Approved and Denied to see results separately.