Configuring the Procure-to-Pay Workflow

The entire Procure-to-Pay process — from an invoice landing in Spendflo to its payment showing up in NetSuite — runs as a single configured workflow. This article covers what that workflow is made of, and what you can configure in it.

 

The Procure to Pay workflow

In Workflow Studio, you can create a workflow of type Procure to Pay. This is what drives the entire P2P process end to end, made up of the following tasks:

• Invoice Processing — ingesting, extracting, and matching the incoming invoice
• Creating Bills in Spendflo — creating the bill once the invoice is confirmed
• Creating Bills in NetSuite — creating the corresponding vendor bill record in NetSuite
• Approval Hierarchy — routing the bill through your configured chain of approvers
• Creating Bill Payments — creating the bill payment record once the bill is approved
• Creating Bill Payments in NetSuite — creating the vendor payment record in NetSuite once the payment is marked as paid

Each of these is a task within the workflow, and each is configured on its own.

 

Configuring the approval hierarchy

The Approval Hierarchy task is where you set up who needs to approve a bill, and in what order — for example, a chain like Department Owner → CFO → Legal → InfoSec. Configure it however your organization actually needs approvals to flow.

 

Configuring bill creation in NetSuite

The Creating Bills in NetSuite task is also where you configure when the vendor bill actually gets created in NetSuite — either before the bill is approved in Spendflo, so the obligation is visible in NetSuite right away, or after it’s approved, so NetSuite only ever sees fully-approved bills. See our guide on Syncing Bills and Bill Payments to NetSuite for what each option looks like once it’s running.