approvalv1.0
Vendor Bill Approval & Payment
Accounts Payable
Vendor submits bill → property manager reviews → accountant approves → payment scheduled → remittance sent.
Property ManagerAccountantVendor
⚡ Trigger: Vendor invoice received
1
Invoice Received
Vendor submits invoice via portal or email.
Role: VendorTrigger: Work completedAction: Invoice submitted with line items and amount
2
Enter Bill in System
Property manager or accountant enters the vendor bill with invoice attached.
Role: Property Manager / AccountantTrigger: Invoice receivedAction: Bill created, invoice PDF attached
3
Submit for Approval
Bill is routed to the designated approver.
Role: Property ManagerTrigger: Bill enteredAction: Approval request sentSLA: 8h
Approver: Bill pending review
?
Approved?
Decision
Does the approver authorize the payment?
Role: Accountant / ManagerTrigger: Approval notification receivedAction: Review bill details and invoice
✅ Yes → Step 5 - Schedule Payment❌ No → Step 6 - Reject and Return
5
Schedule and Process Payment
Payment scheduled for the vendor based on payment terms.
Role: AccountantTrigger: Bill approvedAction: Payment processed, GL entry posted
Vendor: Payment remittance sent
6
Reject and Return
Bill rejected with notes. Vendor or PM must correct and resubmit.
Role: ApproverTrigger: Issues foundAction: Bill returned with rejection reason
PM: Bill rejected — action required
