This article applies to lenders and forwarders The Smart Invoicing Audit tool is designed to offer contract holders total transparency into the invoicing approval process so you can have complete confidence in the system.
The audit tool can be found as the hyperlink of the approval status.
When the invoice is in the Unapproved, Supervisor, or Manager queue the audit tool hyperlink will be "Submitted".
Once the invoice reaches the History queue the audit tool hyperlink will be either Approved or Declined.
Once you click on the hyperlink you will get a popup with all of the invoice detail.
Smart Invoice Audit includes all the details the system used to make the final determination for approval. It is broken up into the following sections:
Invoice Detail - includes the invoice number you use and the number Support will use in the event you need us to research something further.
Final Decision - references the highest permission required for approval based on all other evaluation points .
Company Configurations - this section lists all of the configurations your company has listed under My Company Profile for Smart Invoicing Settings. It also includes how many days old the invoice is from it's complete status (Days Since Complete) and whether the invoice was submitted late.
Total Permissions - Based on the total permissions listed in the contract this section will reference which threshold the invoice is eligible for (auto-approval, staff, supervisor, manager, auto-decline).
Invoice Line Items - This section will list each line item of the invoice, the approval evaluation points for each line item (was the fee pre-approved? For how much?), and will list which threshold the line item was eligible for (auto-approval, staff, supervisor, manager, auto-decline).
The system will look at everything based on the evaluation points in each category:
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 mark the Final Determination based on the highest permission required out of all the evaluation points.
Example:
Looking at the following Smart Invoicing Audit capture, we can see:
The invoice is NOT late (if it were, it would require manager approval)
The invoice is within the auto-approval threshold for the invoice Total Permissions
The line item was billed at 17,500 and the line item threshold for the amount makes eligible under the manager threshold.
Making the manager the highest permission required to review this invoice, which is reflected in the Final Determination.
If the invoice was submitted (regardless if it was approved or declined) prior to 12/07/2023 the invoice was not included in the refresh and the audit tool will not be provided. The popup will tell you "No Determination Found".
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