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Before you setting up the invoice auto-approval, select the Enable auto-approval checkbox in the top-left corner.  

You can disable it at any time without losing your configuration. 

When you have problems with the auto-approval process, please, check:

1. The invoice age is within the invoice period specified in Step1of the configuration. 
   
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2. The work order age of the invoice is within the period specified in Step 1 of the configuration.
   
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3. The invoice Category/Trade of the invoice coincides with those specified in Step 2.
   
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4. Ensure the invoice matches the conditionsyou have configured before: 
   1. Invoice Rate > Agreed Rate or Invoice Rate < Agreed Rate 
   2. Invoice Markup > Agreed Material Markup or Invoice Markup > Agreed Material Markup  
   3. Missing Check-In Entries from WO is selected or not 
   4. Invoice Price > Agreed Price or Invoice Price < Agreed Price 
   5. Invoice Time > WO Check-In/Out Time or Invoice Time < WO Check-In/Out Time  
   6. Approval Rates exist or Approval Rates DO NOT exist
      
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5. Ensure that the conditions you have do not contradict each other. 
   
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6. If you have multiple rulesets in auto-approval configuration, check that the sets of providers for different rulesets are not intersected and do not contradict each other. 
   
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1. Next to When invoice, select the Posted Date or the Invoice Date. 
   • The Posted Date is the automatically generated date when the invoice is submitted.  
   • The Invoice Date is the date which the provider selects when creating the invoice. 
2. Next to is after, select the desired date from the date picker, or enter the date. 
3. Next to and invoices older than, enter the minimum age of invoices in days to be considered for auto-approval. 
4. Next to and work orders are newer than, select the maximum age of the work orders to be included, in months. 

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   ConditionsAutoApproval ConditionsAutoApproval

   Click + Add Condition.  
   
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2. Select Include or Exclude from Auto-Approval invoices that meet the conditions you specify. 
3. Select the Has Approved Proposal checkbox for invoices required to have at least one proposal that was approved. 
4. Select the Has WO Attachment checkbox for invoices required to have at least one attachment. 
5. Select the Has Provider Invoice checkbox for invoices required to have a digital copy of provider’s original invoice attached.
   
   

   

6. Configure conditions in the Rate Validation section.

   About the Rate Validation Section
   

   Rate validation ensures that the charges on invoices align with the agreed-upon prices. It helps prevent overcharging or billing discrepancies, allowing for effective cost control and expense management. 
   

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   Note
   Contact your ServiceChannel manager to have the Rate Validation, Material Markup Validation, Time Mismatch Validation, and/or Negotiated Price List settings.

   
   

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   Rw expand title Expand the section to configure Rate Validation. Labor Validation The Labor Validation checks if the invoice rate matches the rates you agreedwith a provider before. You can select Invoice Rate > Agreed Rate or Invoice Rate < Agreed Rate to include to or exclude from auto-approval those invoices which meet this configuration.   Image Modified Info The Invoice Rate is specified by your provider in the submitted invoice.  Image Modified   The Agreed Rate is the rate you have agreed upon with the provider. For more information about agreed rates, read Taking Action on Proposed Rates. Image Modified For example, you do not want to auto approve those invoices which labor rates specified by provider in the invoice arehigher than the approved labor rates that you agreed on in your private network.  Note You can select only one checkbox or leave both checkboxes clear. If both checkboxes are clear, this setting will not be taken into account during the auto-approval process.  Material Markup Validation The material markup validation checks if the invoice markup that a provider reported coincides with the agreed markup number specified in the agreed rates or negotiated price list.  Note Contact your ServiceChannel representative to enable the Material Markup Validation.   You can select Invoice Markup % > Agreed Markup%or Invoice Markup % < Agreed Markup %to include to or exclude from auto-approval those invoices which meet this configuration.   Image Modified Info The Invoice Markup % is specified by your provider in the submitted invoice.    Image Modified    The Agreed Markup % is the rate you have agreed upon with the provider in the client rates or negotiated price lists.  Note You can select only one checkbox or leave both checkboxes clear. If both checkboxes are clear, this setting will not be taken into account during the auto-approval process.  Time Mismatch Validation The Time Mismatch Validation checks whether the invoice time specified by a provider is more or less than the time captured by ServiceChannel on the work order. You can select Invoice Time > WO Check-In/Out Time or Invoice Time < WO Check-In/Out Time to include to or exclude from auto-approval those invoices which match this configuration.  Image Modified Info The Invoice Time is the labor time reported by your provider in the invoice.  Image Modified  The WO Check-In/Out Time is the time captured by ServiceChannel, which a technician spent on site.  Image Modified Note You can select only one checkbox or leave both checkboxes clear. If both checkboxes are clear, this setting will not be taken into account during the auto-approval process.  In the Time Difference field, you need to set the minimum time difference between the Invoice Time and the WO Check-In/Out Time.   Image Modified Warning The time you specify is the percentage of an hour, not the number of minutes. For example, when you want to set 15 minutes as the minimum time difference, enter 0.25 in the field. Use Case Around the check-in/out time, we have an interval +-0.25hrs where the setting “Invoice Time = WO Check in/out time” should work. If you want to approve an invoice with this setting, you need to exclude the left and right parts in the picture below by:  Creating 2 conditions.  Using the Include/Exclude options.   Using the Invoice time less/greater WO check in/out time.  Image ModifiedThe left-range configuration example:  Image ModifiedThe middle-range configuration example:  Image Modified The right-range configuration example:  Image Modified Missing Check-In You can select theMissing Check-in Entries from WO checkbox to include to or exclude from auto-approvalinvoices with no check-in records on the work order.  Image Modified Negotiated Price List Note Contact your ServiceChannel representative to enable the Negotiated Price Lists.  The negotiated price list setting checks whether the agreed price specified on the invoice material and other line items is more or less than the negotiated price in the negotiated price list.  Image Modified You can select Invoice Price > Agreed Price or Invoice Price < Agreed Price to include to or exclude from auto-approval those invoices which meet this configuration.  Info For this configuration, the Invoice Price is the price reported by your provider in the invoice.    Image Modified   The Agreed Price is the price specified in the Negotiated Price List.  Image Modified Note You can select only one checkbox or leave both checkboxes clear. If both checkboxes are clear, this setting will not be taken into account during the auto-approval process.  Approved Work Order's Trade and Provider Rates Provider rates are the agreed-upon prices for labor charges. Your provider submits to you the rates specified by each trade theyserve. You can find the current agreed rates in the Private Network. Image Modified  You can select Approved rates exist to include/exclude invoices of the work orders where all rates exist for the selected providers and trades; or Approved Rates DO NOTexist to include/exclude invoices of the work orders where at least one rate does not exist for the selected providers and trades.   Image Modified Info You can require your providers to propose labor rates for trades they serve. If there is a mismatch between the agreed rates and actual labor charges, you and your providers will see it. For more information about rates validation, read About Invoiced Rates Validation.

   
   

7. Select a Category and Trade or select All to capture all categories and/or trades. 

8. In the Total Amount field, enter the maximum amount the invoice should be charged for auto-approval. 
   

   Note
   Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative.

   
   
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   For example, to auto-approve invoices for a maximum of USD 500, enter 500 in this field. Invoices for USD 500.01 and above will not be considered for approval.

    

   
   
   

9. Click Save changes. A new condition has been added.
   
   

   Warning
   You can add as many conditions as needed but be cautious and double-check that the conditions do not contradict each other.

   
   

10. Add the provider(s) to include or exclude in the auto-approval process:
    

    • Select All to include invoices from all providers in the auto-approval process. 
    • Select Only these to include specific providers.  
      You can also type the provider’s name for a faster search and selection.  
    • Select All, with the exception of these to exclude specific providers.   
      You can also type the provider’s name for a faster search and selection. 

    
    

We configured the auto-approval process in the following way: 

• Include 
• Invoice Rate < Agreed Rate. Agreed labor rate: $25 per hour
• Invoice Markup % < Agreed Markup %. Agreed markup: 20% 
• Invoice Time < WO Check-In/Out Time 
• Up to 0,25 hrs (15 min)  
• Invoice Price < Agreed Price.  Agreed material price: $10 
• Approved Rates exist. 
• Category: Maintenance 
• Trade: HVAC 
• Max. total amount: $500 
• Provider: all 

Let’s see which invoices will be auto-approved, which will not be approved and why.

Result comments: 

The Invoice 1 is not approved because it breaks the following configured rules: 

• The Invoice Rate exceeds the Agreed Rate 
• The Invoice Time exceeds the detected WO Check-In/Out Time by more than 15 min. 

The Invoice 2 is approved even though the Invoice Time exceeds WO Check-In/Out Time by 14 min. 14 min is less than the configured rule – up to 0,25 hrs (15 min).  

The Invoice 3 is not approved because the FixClub provider has no rates for the HVAC trade. 

Contact your ServiceChannel manager to turn on the Multi Rule mode. 

If an invoice was excluded from the first rule, it could be included for auto-approval in the next rule. To prevent it, check if the providers mentioned in each rule set do not intersect. Have a look at the INCORRECT example below. 

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In this case, both rules include all providers. It means that some invoices that are not allowed to be auto-approved based on the conditions of Rule 1, may be auto-approved later when ServiceChannel starts filtering them through Rule 2.  

We recommend that only one ruleset will have the All option selected.  

1. Select the Send auto-approve report to checkbox. 
2. Enter the email address of the recipient. 
   1. To enter multiple emails, separate each email address with a semicolon. 
3. Click Save.  
   A green box appears confirming that all invoice date ranges, attributes, providers, and report recipients are saved.