By default, Perk offers standard workflows to manage your invoices. However, you can create custom workflows to determine how invoices are processed in Perk. For example, you can set up approval flows that route invoice documents based on the cost object and invoice amount, escalating to other approvers if the invoice amount exceeds a threshold limit.
Caution: Changes in workflows apply to new documents only. If you select a new workflow in the invoice settings for the company, it only applies to new invoices created in Perk; existing documents are not affected. Existing invoices are still processed with the previous workflow.
You use nodes to determine the document status, the action to be performed, and any conditions. In other words, the nodes determine the specific business logic you want to perform in your workflow.
Invoice workflows use these nodes:
Note: Workflows are document type-specific. This means expense workflows can’t be used to process invoices and vice versa. You need to set up separate workflows for each document type.
Create or upload an invoice workflow
You can create a new workflow from scratch by dragging and dropping the corresponding nodes or use existing workflow as a template.
Caution: You cannot edit existing workflows as they may be already in use for processing invoice documents. If you want to change the behavior, you need to create a new workflow and then activate it. The new workflow will be used for all new documents from that point.
Activate an invoice workflow in Perk
Once you have created and published your custom workflow, you can activate it for a specific company.
To do this:
- Go to Settings > Supplier invoices > Invoice settings.
- In the Approval workflow field, select the workflow you have just created.
- Click Save.
Once you have used a workflow, it appears in the Active workflows tab in the Workflow designer page.
Caution: Only one workflow can be enabled for the company at a time.