TACTIXProcess templates
Invoice Approval Process Template
Paying an invoice that was never matched is one of the costliest mistakes. This template makes matching to order and delivery, approval and the dispute path explicit.
Free. Lanes, steps and approvers come ready; you can change everything.
Process flow
Each row is a role (swimlane); steps run left to right.
| Accounting | 1 · StartRegister the invoice | 2 · StepMatch to order and delivery | 5 · EndSchedule the payment | 6 · DocumentDispute with the supplier | ||
|---|---|---|---|---|---|---|
| Requesting team | 3 · DecisionGoods or service received? | |||||
| Finance manager | 4 · DecisionApprove payment |
Step by step
Register the invoice
- Tax details correct
Match to order and delivery
Goods or service received?
- Yes → Step 4: Approve payment
- No → Step 6: Dispute with the supplier
Approve payment
- Approved → Step 5: Schedule the payment
- Rejected → Step 6: Dispute with the supplier
Schedule the payment
Dispute with the supplier
Who does what? (RACI summary)
R: responsible · A: approves
| Step | Accounting | Requesting team | Finance manager |
|---|---|---|---|
| Register the invoice | R | ||
| Match to order and delivery | R | ||
| Goods or service received? | R | ||
| Approve payment | A/R | ||
| Schedule the payment | R | ||
| Dispute with the supplier | R |
When to use it
- Invoices sit on desks waiting for approval
- Payments were made for goods never received
- You want a three-way match rule
Tips
- Give the “received?” decision to the requesting team.
- Route rejected and not-received paths to the same dispute step.
- Give payment approval to the finance manager.
More process templates
Run the process with your team on one map
Open the template, give each step an owner and a date, and send it to your field team as step-by-step instructions and QR labels.