What is role based invoicing?
Role-based invoicing is an invoice approval process that allows invoices to be approved based on job roles and approval levels.
What are the advantages of role based invoicing?
- Smooth flow of invoices until it reaches a manager with the right approval level
- Detailed view of managers responsible for each invoice at every stage
A role is a job title which defines authority level (the maximum amount you can authorise) and values of interest (used by search filter). Roles also have a flag indicating if it is a management role or not.
You can't have two roles with the same authority level in an approval path.
In general users don't need a role, but they must have one to be able to approve invoices, the exception being Accounts Payable. Any Managing agent user can access the Invoice List and the invoice processing screen, and dispute and resolve, but the Approve button will be disabled unless they have the relevant role and group membership and the invoice is assigned to them.
The invoice approval chain for a building is setup under SETUP / Building approval.
Sample building approval steps-
| Role | Type | Approval level |
| Property Manager | Member | £100.00 |
| Building Manager | Member | £450.00 |
| Team Leader | Manager | £2500.00 |
| Director | Manager | £7000.00 |
| Partner | Manager | £40000.00 |
When an invoice value changes by 10% or more the approval process is restarted.
This allows your team to make the tiny adjustments that will keep the business ticking over, it also gives you the peace of mind that Dwellant will catch anything that seems too big.