This article applies to lenders and forwarders 


Smart Invoicing is capable of auto-approving based on the contract holder's company configuration and contract setup. When the invoice is not eligible for auto-approval the system will send the invoice for manual approval. The following article explains how the system determines the auto-approval vs manual approval process. 

 

With smart invoices, there are multiple elements to evaluate to determine the approval process required.

The determination criteria are:

  • Late - 
    • Is the invoice past the contract holder's SLA?
    • Does the contract holder allow late submission?
  • Pre-Approval  Allowed
    • Does the invoice contain pre-approved fees?
    • Does the contract holder allow invoices with pre-approved fees to auto-approve?
  • Invoice Total Permission
    • Is the invoice more than the threshold set for auto-approval?
    • Is the total of the invoice more than the threshold set for the approver's permissions (staff, supervisor, manager)?
  • Edited
    • Does the invoice contain pre-approved fees?
    • Are any of the fees edited (less or more) than what was originally approved?
  • Fee Approval 
    • If not pre-approved, what threshold is listed for each line item on the contract?
    • Is the amount is more than what is allowed for auto-approval, is the amount more than the threshold set for the approver's permission?
  • Recovery Fee
    • Is the recovery fee edited (more or less)? 
    • If edited, is the amount submitted for the recovery fee more than the threshold set for the approver's permissions?

 

The system will group the determination into three categories:

  • Company configurations (late, pre-approved allowed)
  • Total permissions (invoice total relative to setting allowed for each permission)
  • Contract settings (edited, fee approval, recovery fee) - evaluated for each invoice line item

 

The system will always evaluate all three categories in its determination. So even if the invoice is late and the contract holder does not allow late submission, the system will still evaluate total permissions and the contract settings.

 

Note: You can review the invoice specifics by clicking on the Smart Invoice Audit feature in the invoice queue. Click HERE for more details on the audit tool. 

 

After evaluating the contract setting for each line item, the company configurations, and the Invoice Total Permissions the system will determine which evaluation point requires the highest permission. Using the highest permission required the system will mark the Final Determination for that invoice.