We're super excited to confirm the release of our new
Bill Review workflow and
Both features work hand-in-hand, further improving the bill creation process, reducing human error whilst trying to avoid complex and time-consuming credit notes (and we all hate credit notes, right?!?).
So why review bills?
Well, unfortunately, we aren't all perfect and whilst we've built our advance data-entry solution, humans make errors. Therefore we thought we'd introduce a lightweight review process through which draft bills can be sent to authorised team members for review, approval and rejection.
Some organisations may feel that the sheer size, complexity or importance of their invoicing is sufficiently critical to embrace such a workflow; or you may just feel more comfortable knowing a colleague has cast their eyes over your bill before submission.
Not for everyone.
As with everything in Loggd. Flexibility is built-in.
Bill Review is enabled at team level therefore just turn it off if you're happy for your users to create bills without needing further review.
How does it work?
We've kept it simple, keen to avoid anything overly complex whilst trying to minimise any impact on existing internal processes.
Team members create their draft bills in the same way but now submit for
review rather than submitting directly to Xero for client issuing.
approvers receive notification of new drafts, allowing them to review, edit and comment before either approving or rejecting each individual bill.
Rejected invoices are sent back to the author (with comments if provided) for further work, with approved items seamlessly sent to Xero for further processing.
What's this about notes and comments?
Notes functionality is fully integrated into the bill review process.
It's a distinct new feature that allows users to attach simply text-based notes and comments to draft and published bills.
Notes can be added during bill creation, review and publishing using the simply
chat panel that slides in from the right-hand side. This takes the form of the standard SMS-text messaging interface we're all familiar (unless you're still hanging onto that Nokia 6210 and not purchased your first smartphone), with colleague messages on the left and yours on the right. Simples.
Notes added by
Bill Approvers during the review process are highlighted in orange to stand out from the crowd, therefore you'll know if you're in trouble :)
In addition to user-entered notes and comments, the chat-panel also includes other pertinent information such as when the bill was created and by whom. Other system notifications include timestamped approvals and rejections, providing a quick audit log of bill creation activity from start-to-finish.
You don't have to keep checking if your draft has been approved, or if new drafts have been submitted for review. Automated email notifications are sent to appropriate team members when required.
We'll tell you what you need to know and when.
As well as the email-based notifications, bill approvers also have their own list of current draft bills awaiting their review. We've added a nice little flashing icon to represent those with un-read notes/comments.
Have a play... we hope you like it! :)