Understanding Approvals
TaprNext provides a flexible approval workflow system that routes invoices to the right approvers based on configurable rules.
How Approval Routing Works
Section titled “How Approval Routing Works”When an invoice is submitted for approval, TaprNext evaluates your Approval Rules in priority order to determine the appropriate approver. The system checks each rule sequentially until a match is found, then routes the invoice to the designated approver. If no rules match, it defaults to a configured fallback approver.
Rule Types
Section titled “Rule Types”TaprNext supports several rule types:
| Rule Type | Description | Example |
|---|---|---|
| Amount-based | Routes based on invoice total | Invoices > CHF 10,000 → Finance Director |
| Vendor-based | Routes based on vendor | Strategic vendors → Procurement Manager |
| PO-based | Routes based on PO status | Non-PO invoices → Department Head |
| Cost center | Routes based on cost allocation | IT expenses → IT Manager |
Workflow States
Section titled “Workflow States”Invoices progress through distinct states: Draft, Review, Pending Approval, Approved, Rejected, On Hold, and Posted to ERP. Each state represents a stage in the approval lifecycle.
State Descriptions
Section titled “State Descriptions”- Draft: Initial state while invoice is being prepared
- Review: AP Clerk examining AI-extracted data
- Pending Approval: Awaiting approver decision
- Approved: Ready for ERP posting
- Rejected: Returned with comments for revision
- On Hold: Temporarily paused
- Posted to ERP: Successfully synced to ERP system
Auto-Approval
Section titled “Auto-Approval”Invoices can be automatically approved when they meet specific criteria: amounts below a threshold, vendors on a trusted list, or invoices matching POs within tolerance.
Escalation
Section titled “Escalation”Overdue approvals can be automatically escalated after a configurable time period (default: 48 hours) to backup approvers or next management level, with email notifications.